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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:
- Use content placeholders: Start with an accessible template and use 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.
- Include Captions and Audio Descriptions: For embedded audio or video, provide captions and describe visuals.
- Ensure High Color Contrast: Maintain WCAG ratios (4.5:1 for normal text, 3:1 for large text); preview in grayscale.
- Fill 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.
Training
More Resources
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