The areas to keep in mind in creating accessible PowerPoint files include: design and layout, content, contrast and colour, figures and media, tables, delivery, and saving and printing.
Verify that the items noted below are present to followed to increase the accessibility of your files. Select an area below to see its associated accessibility Design Checklist.
Design and Layout
- Use built-in slide layouts and headings
- Organize content using clear titles and a logical hierarchy
- Use consistent layouts and design elements throughout the presentation
- Minimize distractions and busy backgrounds
- If your slides contain animations, they should be brief and not distract from the most important content on the page
- Use sans serif fonts like Arial, Calibri, Comic Sans MS, Courier New, Georgia, or Tahoma for improved readability
- Use a minimal of 24 pt for body text and 36 pt for headings.
- Avoid presenting a lot of information on a slide as it can impede readability
- Place the slides in a logical order in the Outline Panel
- The slide reading order should match the visual layout
- Do not place image or chart descriptions in the Notes Panel
- Avoid text boxes and Word Art as they may be inaccessible to screen readers
- Minimize the use of automatic slide transitions or animations
- Include a summary slide or table of contents for easy navigation
- Allow users to jump directly to specific sections
Content
- Summarize key points conveyed by visuals
- Use clear and straightforward language
- Avoid jargon, abbreviations, or complex terminology
- Make hyperlink text descriptive and meaningful (e.g., avoid using “Click here” or “More info” as a link title)
- Inform users if a hyperlink leads to a file download and specify the file type and size
- Verify that hyperlinks work correctly and lead to the intended content or resources
- Use actual text whenever possible instead of incorporating text within images
- Use embedded content or plug-ins that are compatible with assistive technologies and follow accessibility guidelines
- Include alternative methods to access the embedded content or plug-in, such as a text summary or transcript
Figures and Media
- Add descriptive ‘Alt text’ to images, charts, and graphs
- Ensure that all elements of the chart or graph, including axes, legends, and data points, have descriptive labels
- Set wrapping style of non-text elements as “In line with text”
- Include a table or text description of the data presented in the chart or graph for users who may have difficulty interpreting visual representations
- Use colour and patterns to differentiate data points, and provide a key or legend to explain their meaning
Tables
- Create tables using the built-in table tools in PowerPoint
- Use the “Header Row” option in PowerPoint to designate the first row as the header row (this helps screen readers identify and announce the column headers to users)
- Avoid using merged cells or splitting cells for data entry (merged/splitting cells can cause issues with assistive technologies and make it challenging to read and navigate the table)
- Avoid tables that are used for layout when possible
- Avoid using blank columns/rows for visual formatting
- Use the Tab key to move through the table cells. The tab order of cells should match the table appearance
Contrast and Colour
- Use colors with sufficient contrast between text and background to ensure readability
- Use appropriate color contrast (e.g., black and white)
- Information conveyed with color should also be conveyed without color
- Do not use color alone to indicate information
Delivery
- Consider live captioning or sign language interpretation for presentations
- Include accurate captions or transcripts that synchronize with the video content, allowing individuals who are deaf or hard of hearing to understand the audio information
- Use video players that support keyboard navigation and offer controls for adjusting volume, playback, and captions
- Verify that the timing of the audio narration or voiceover aligns properly with the corresponding slide content
- Verify that audio content is clear and understandable and adjust volume levels as necessary
- Verify that the audio is clear and free from background noise or distortion
Saving and Printing
- Use a matte/non-glossy finish for print documents
- Provide printed handouts or accessible electronic versions
- Compress images and media files to reduce file size
- Save presentations in an accessible format, such as PPTX or PDF
- Use screen reader software to review and verify accessibility; ensure all content is correctly read and understood
- Evaluate the presentation for errors in grammar, spelling, and structure
- Verify that the PowerPoint fully passed the PowerPoint Accessibility Checker
Exporting to PDF
- Export, rather than print, to PDF in order to preserve tags and other accessibility features or settings.
- In order to create the desired tags during PDF export, the following must be observed:
Word for Windows
- Select “File” → “Export“ → “Create PDF/XPS”
- Click on “Options”
- Activate the option “Document structure tags for accessibility” if it’s not already activated
Word for Mac
- Select “File” → “Save As”
- Select the option “PDF” in the drop-down “File format”
- Activate the option “Optimal for electronic distribution and accessibility”
Originally Published: October 25, 2023
