Topics Map > Accessibility
Accessibility and Universal Design for PowerPoint
Slide Layout and Structure
-
Slide Layouts
Use built-in layouts from PowerPoint’s “New Slide” menu instead of adding text boxes to slides manually. Layouts from the “New Slide” menu are structured to ensure proper reading order and compatibility with screen readers.
-
Slide Titles
Give every slide a unique, descriptive title so assistive technology users can navigate easily through your presentation.
-
Outline View
Make sure all text is visible in PowerPoint’s Outline View. If you don’t see your text in outline view, assistive technology may not be able to read it.
-
Reading Order
Use the Reading Order Pane (Review > Check Accessiblity > Reading Order Pane) to check that your slide content will be read in the correct sequence by assistive technology. You can reorder elements, exclude non-essential items from being read, and add or edit alt text for individual objects.
-
Slide Backgrounds
Use plain, uncluttered slide backgrounds with ample white space to reduce visual distractions. Avoid background images, textures, or patterns that can make text harder to read or compete with your content.
-
Spacing
Use paragraph spacing options (not extra line breaks) for cleaner, consistent formatting.
- Consistent Format
Apply the same fonts, sizes, heading levels, and layout styles throughout your presentation to support readability and reduce cognitive load. Use PowerPoint’s Slide Master (View > Slide Master) to adjust and apply consistent formatting across all slides.
Writing Best Practices
- Limit Each Slide to One Idea
Focus each slide on a single concept or topic to support clarity and reduce cognitive overload. This helps your audience absorb and retain information more effectively.
- Use Short Sentences or Bulleted Lists
Write in short bullet points. Ideally, add no more than six lines per slide, with around six words or fewer per line in order to keep slides readable and focused.
-
Use Simple, Direct Language
Plain, straightforward language improves comprehension for all learners and is easier for screen readers to process.
-
Avoid Blocks of Text
Large paragraphs are difficult to read on slides and can be problematic for screen readers. Instead, summarize key points using bullet points or concise phrases. If you need to share detailed information, include it in a supplemental Word document for later reference.
-
Do Not Underline for Emphasis
Use bold text for emphasis. Only use underlining for hyperlinks; otherwise, it can confuse users who expect links.
-
Spell Out Acronyms When They First Appear
Spell out acronyms the first time you use them to ensure clarity for everyone.
Font and Color
-
Sans Serif Fonts
Use sans serif fonts (e.g., Helvetica, Arial, Verdana) because serif fonts can be harder to read on screen.
-
Font Sizes
Use the following sizes for fonts so content is legible at a distance and on various devices:
-
-
Slide title 44 points
-
Slide subheadings 32–40 points
-
Slide content 24 points minimum
-
-
High Contrast Color
Ensure high contrast between text and background. For example, black on white or white on dark blue are safe choices.
✅ Accessible - This color has a high contrast to the background of this page.
❌ Not Accessible - This color has a low contrast to the background of this page.
Use the Powerpoint Accessibility Checker or WebAIM Contrast Checker to verify Font color contrast and Link color contrast
-
Do Not Use Color Alone to Convey Meaning
Colorblind users may miss information if color is the only signal. When you color-code information, make sure to use labels or icons in addition to color.
Example:
Images, Charts, and Graphics
Alt Text
Alt text (alternative text) is a short written description of an image that conveys its purpose or meaning to people using screen readers or other assistive technology.
- If an image conveys information, enter concise alt text that explains the image’s purpose and context, not just what it looks like.
- Keep alt text under 120 characters when possible.
- Describe the meaning of the image in its context, not just what it looks like.
- Do not include phrases like "a picture of." Screen readers already announce that it's an image.
- Avoid SmartArt and Embedded Text in Images SmartArt and text embedded in images are difficult or impossible for screen readers to interpret.
- If an image does not convey meaning and is just for visual appeal, mark it as Decorative.
For support in writing alt text, try tools like the AI Image Accessibility Creator to help draft descriptions that you can review and edit for accuracy.
More Information on Alt Text
What Is Alt Text?
Alt text (alternative text) is a short written description of an image that is read by screen readers to visually impaired users. Alt text also appears when an image fails to load, which provides additional information to all users.
Canvas, Word, PowerPoint, etc., all have fields similar to the one below where you can enter alt text for an image, or you can mark the image as decorative.
Alt Text Basic Principles
- Keep alt text under 120 characters when possible.
- Describe the meaning of the image in its context, not just what it looks like.
- Do not include phrases like "a picture of." Screen readers already announce that it's an image.
For support in writing alt text, try tools like the AI Image Accessibility Generator to help draft descriptions that you can review and edit for accuracy.
Which Images Need Alt Text?
You should add alt text to all meaningful images in Canvas, Microsoft Word, PowerPoint, PDFs, etc. Use the following as a guide:
Informative Images
If an image conveys information, enter concise alt text that explains the image’s purpose and context, not just what it looks like.
Alt Text example (short summary in the Alt Text field): Illustration of water evaporating from a surface into a cloud, with raindrops falling back down, representing the processes of evaporation and precipitation.
Complex Images
If a chart or diagram is too complex to describe in alt text, provide a short summary or link to a more detailed explanation near the image.
There are three different approaches you can take to document complex images such as charts, graphs, equations, etc.
Alt Text example (short summary in the Alt Text field): Diagram of Earth's water cycle. See below for full description.
Long Description example (separate doc with link adjacent to image): Long Description Alt Text Example
Alt Text (short summary in the Alt Text field): Diagram of the Earth's water cycle showing pools and fluxes. A full description is provided in the text below.
Long Description example (in surrounding text after the image): Description of the Water Cycle Diagram: This detailed illustration from the U.S. Geological Survey depicts the Earth's water cycle, showing how water moves through various natural systems and human uses. The diagram identifies pools (places where water is stored) such as oceans, lakes, rivers, wetlands, snowpack, glaciers, soil moisture, and groundwater. It also illustrates fluxes—the ways water moves between these pools—including precipitation, evaporation, runoff, snowmelt, groundwater recharge and discharge, and evapotranspiration.
-
-
- Human uses of water are shown as well, including:
- Agricultural water use (e.g., irrigation)
- Municipal water use (e.g., homes and cities)
- Industrial water use (e.g., factories)
- Domestic water use (e.g., household consumption)
-
The diagram uses arrows to show the direction of movement—such as how precipitation over land becomes runoff, which may enter rivers, lakes, or groundwater, eventually flowing back to the ocean. It also shows atmospheric transport of moisture and exchange between ocean layers (mixed zone and deep water zone).
This technique is only suitable if the appropriate information can be conveyed succinctly.
Alt Text (short summary in the Alt Text field): Water cycle diagram showing water movement through oceans, land, atmosphere, and human uses like farming and cities.
Which Images DON'T Need Alt Text?
Decorative Images (images that are purely decorative and don’t convey meaning) do not require alt text. Instead, you must mark the image as Decorative to tell screen readers to skip that image.
For example, a page on the water cycle might contain a picture of water simply for visual interest. Since this image doesn't convey additional information to the reader, it is considered decorative.
Additional Resources
Tables
-
Create Tables Using Insert > Table
Create tables using PowerPoint’s Insert Table tool. Do not use text boxes, spaces, or screenshots for tables.
-
Mark Header Rows
To mark a table’s header row, highlight the table’s top row and mark it as a header in Table Properties so screen readers can associate data with labels.
-
Avoid Merged/Split Cells
Complex layouts break accessibility. Keep tables simple, with no merged cells. -
Ensure Logical Reading Order
Make sure tables are read left to right, top to bottom; test this by navigating through your table cells with the Tab key. -
Describe or Caption Tables if Necessary
Briefly explain what a table shows so learners understand its purpose and relevance.
Multimedia (Audio/Video)
-
Caption All Videos
Use videos with accurate captions.
-
Provide Audio Descriptions
For visual-only content (like diagrams in video), consider adding a voiceover or description that explains key visuals.
-
Provide Transcripts
Link to a transcript for audio-only files so all learners can access the content.
-
Do Not Use Flashing, Flickering, or Animated Content
Flashing visuals can trigger seizures and distract viewers. Screen readers do not convey animation details, so essential information may be missed. Use still images or only subtle, purposeful animations, and never rely on animation alone to communicate key content.
Hyperlinks and Email Addresses
-
Use Descriptive Link Text
Write links that describe where the link will take users (e.g., “UWM Accessibility Guidelines”).
✅ Accessible - Read about the WCAG 2.1 Accessibility Guidelines
-
Avoid "Click Here" or "Read More"
Screen reader users often navigate by links, so descriptive links (vs. "click here" or a URL) are essential for context.
❌ Not accessible - Click here to read about WCAG 2.1 Accessibility Guidelines.
❌ Not accessible - Review the WCAG 2.1 Accessibility Guidelines - https://www.w3.org/TR/2024/REC-WCAG21-20241212/
-
The Link Name Exception - Show Full URLs if Required
Reference slides are an exception to the rule of providing meaningful link names rather than URLs. When listing APA-style citations, it’s acceptable to display the full URL to meet citation standards and ensure transparency.
File Properties, Headers, Footers, and File Format
- Set File Properties
Fill in the Title and Author under File > Info to support accessibility and file management. -
Use PowerPoint Header/Footer Tool
Add page numbers and footers using PowerPoint’s built-in Header & Footer tool so they’re read correctly by assistive technology. Avoid typing headers, footers, and page numbers manually, as screen readers may miss them or read them out of order. -
Keep File Name Descriptive and <30 Characters
Use a short, meaningful file name without spaces or special characters for clarity and compatibility
-
Save as .pptx Format
Always save your presentation as a .pptx file. Older formats like .ppt do not fully support accessibility features and may cause issues with screen readers.
Use PowerPoint’s Accessibility Checker
- Run PowerPoint’s Accessibility Checker (Review > Check Accessibility) to identify common accessibility issues. Keep in mind that it won’t catch everything; this checklist includes important accessibility and design practices that go beyond what the checker can detect.
Presentation and Narration Tips
-
If you are making a narrated PowerPoint, read about best practices for creating accessible narrated PowerPoint videos.
