Slide Deck Accessibility
Verify that the slide deck is accessible to all users and adheres to accessibility guidelines. In PowerPoint, you can ensure accessibility by using the built-in Accessibility Check feature as well as keeping in mind some additional accessibility design tips.
- Select the Review tab > Check Accessibility.
- In the Accessibility pane, you’ll see a list of errors and warnings, with how-to-fix recommendations for each.
Video: “Accessibility Checker in PowerPoint” by The Accessibility Guy [1:32] is licensed under the Standard Youtube License. Captions and transcripts are available on YouTube.
10 PowerPoint Accessibility Tips
To ensure the accessibility of your content, consider these key points:
- Use the Check Accessibility tool and review the Accessibility Checker rules.
- Ensure documents and slides have titles
- Write in plain language
- Use accessible font and colour
- Employ built-in styles
- Provide alternative text for images
- While most images require alt text, it’s important to note that not all require it. Some images may simply be decorative. To help determine if an image needs alt text, review An alt Decision Tree.
- Create accessible hyperlink text.
- Avoid vague instructions like “see,” or “click here,” or “read more. If URLs must be included, provide self-describing hyperlink text and format URLs as normal text with no link attached (similar to the links on this page, for example)
- Use PowerPoints built-in tools for tables and lists
- Caption or transcribe embedded media
- SmartArt use: In general, avoid the use of SmartArt to create lists, comparative tables, diagrams, and steps because it can pose accessibility issues. If using SmartArt to design a slide element, then ensure that the SmartArt is converted to an image, reinsert in the slide, and properly ALT texted to describe its meaning. Contact our graphic designer/team members if you need help converting SmartArt to images.
Alternative Text Tips
Consider the following when writing your alt text to ensure it is helpful and conveys meaning.
- Leave out unnecessary information. For example, alt text doesn’t need to include “Picture of…”. Screen readers will convey that it’s a picture. Focus on the content of the image and how it supports student learning.
- Avoid redundancy. Do not include information that appears elsewhere on the page. Screen readers will pick up all text content, so repetition may simply distract, if not annoy, a student using a screen reader.
- Keep alt text concise when possible. Aim for one or two sentences at most. Lengthy alt text can disrupt the flow of reading for students with screen readers. If your alt text needs to be longer than two sentences, follow the recommendation below.
- When images are too complex for concise alt text, include your description elsewhere. Some images are too complex to describe in two sentences. In these cases, do not use the “Alt Text” field. Instead, write your description either in text that is adjacent to the image (e.g., in nearby body text, in a caption, etc.) or use a separate linked page to write the description.
Formatting and Styles to Avoid
The following formatting and object types are not communicated to assistive technology or present significant barriers to some users:
Additional Resources:
- Microsoft Support website guide to making PowerPoint accessible.
- WebAIM guide to PowerPoint accessibility techniques.
- Microsoft Support video on accessible colours and styles in PowerPoint.
- Video Webinar: How to Create Accessible Microsoft PowerPoint Presentations by ND Assistive ( 1 hour)
