Overview
This article is for university faculty, staff, and students to create and share accessible PowerPoints. It explains why PowerPoint is a good format and provides best practices and how-to documentation to help PowerPoint presentations meet digital accessibility standards.
Making PowerPoints Accessible
It is required that all digital content meets digital accessibility standards. Microsoft PowerPoint is the recommended tool to create internal slide decks and presentations shared within the university. PowerPoint presentations are generally more accessible, easier to update, and better for collaboration than other tools. PowerPoint has accessibility tools like heading styles, alt text, an accessibility checker, and more. PowerPoint also includes settings to restrict permissions or share files as view-only. All students, faculty, and staff have access to Microsoft 365 tools through the university’s license.
Best Practices
To help make PowerPoint presentations accessible, follow these best practices from the Microsoft PowerPoint Accessibility Quick Card by the Minnesota IT Services Office of Accessibility.
Note: To access all accessibility tools and features, use the desktop version of PowerPoint.
Quick Summary:
- Start with an Accessible Template: Select File > New. In the Search for Online Templates text field, type accessible templates and press Enter.
- Use Content Placeholders: Use Slide Master View (View > Slide Master) to insert, edit, and manage content placeholders.
- Check Reading Order: Use the Reading Order tool (Review > Check Accessibility drop-down menu > Reading Order Pane) to ensure content reads in the correct order.
- Give Each Slide a Unique Title: Keep titles short (5–10 words) for clear navigation.
- Add Alt Text to Images and Objects: Provide concise, descriptive alt text (right-click on the image > View Alt Text > Add description to text box); mark decorative items appropriately.
- Name Hyperlinks Clearly: Use meaningful link text that tells the viewer where the link will take them, not generic phrases like “click here.”
- Use Simple Table Structures: Avoid merged or nested cells; include header rows for context (Table Design > check the Header Row box). Next, right-click the table, select Table Properties > Row. Uncheck Allow row to break across pages; then check Repeat as header row at the top of each page. Finally, go to Alt Text > Add a Title and Description.
- Include Captions and Audio Descriptions: For embedded audio or video, provide captions and describe visuals.
- Ensure High Color Contrast: Maintain WCAG 2.1 Level AA ratios (4.5:1 for normal text, 3:1 for large text); preview in grayscale. WebAIM Contrast Checker is free to use.
- Fill Out Document Properties: Go to File > Info > Properties (on the right) and enter the title, subject, and author.
- Run Accessibility Checker: Go to Review > Check Accessibility, and review suggestions on the right side panel.
- If Needed, Consider Alternate Formats When Sharing: Consider the audience and the details to share. For example, exporting to Word can include presentation notes.
- Turn on Live Captions: When presenting, turn on real-time captions and subtitle options.
Training
More Resources
Restrict Changes to Your PowerPoints
Still Need Help?
Creative Production offers help with document formatting, design, and redesign if needed. Please note, Creative Production cannot ensure accessibility for content created by other users. They may need to re-create a document to ensure accessibility if you choose to use their services. Costs apply. Submit a ticket to request Creative Production services
IT Solutions primarily supports digital accessibility for academic and course-related materials including document accessibility, captioning and transcription services. Support for other content may be available if time allows, with costs applying to non-course materials. Submit a ticket to request IT Solutions services