PowerPoint Accessibility

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. 

Quick Summary:

  • Start with an Accessible Template: To find one, select File, then New. In the Search for Online templates and themes text field, type accessible templates and press Enter. 
  •  Use Content Placeholders: Use the Slide Master View to insert, edit and manage content placeholders. 
  • Check Reading Order: Use the Accessibility Checker’s Reading Order tool to ensure content reads in the intended sequence.  
  • 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; mark decorative items appropriately.  
  • Name Hyperlinks Clearly: Use meaningful link text, not generic phrases like “click here.”  
  • Use Simple Table Structures: Avoid merged or nested cells; include header rows for context. Add alt text by right clicking the table, then select Edit Alt Text. 
  • 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.  
  • Fill Out Document Properties: Add title, subject, and author by going to File, then Info, then Properties.  
  • Run Accessibility Checker: Use the built-in tool and perform manual checks for completeness.  
  • 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 accessibly, 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 

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