Topics Map > Accessibility
Accessibility and Universal Design for PowerPoint
Slide Layout and Structure
- Slide Titles
Give every slide a unique, descriptive title so assistive technology users can navigate easily through your presentation.
- 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.
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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.
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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.
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Use Simple, Direct Language
Plain, straightforward language improves comprehension for all learners and is easier for screen readers to process.
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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.
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Do Not Underline for Emphasis
Use bold text for emphasis. Only use underlining for hyperlinks; otherwise, it can confuse users who expect links.
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Spell Out Acronyms When They First Appear
Spell out acronyms the first time you use them to ensure clarity for everyone.
Font and Color
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Sans Serif Fonts
Use sans serif fonts (e.g., Helvetica, Arial, Verdana) because serif fonts can be harder to read on screen.
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Font Sizes
Use the following sizes for fonts so content is legible at a distance and on various devices:
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Slide title 44 points
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Slide subheadings 32–40 points
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Slide content 24 points minimum
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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
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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.
- 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.
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- 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)
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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
- Only Use Tables for Data
Do not use tables to control the layout of your slide's contents. Tables should only be used to present data.
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Create Tables Using Insert > Table
Create tables using PowerPoint’s Insert Table tool. Do not use text boxes, spaces, or screenshots for tables. -
Mark Table Headers
Table headers are the cells that label your data (the top row and/or the left column). Marking the appropriate rows and columns as table headers tells screen readers which label goes with each cell.
To mark your table headers:
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- Click anywhere in the table.
- In the PowerPoint menu, click Table Design:
- Click anywhere in the table.
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If the top row of your table functions as a header for the table, check Header Row.
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If the left column of the table functions as a header for the table, check First Column.
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Avoid Merged/Split Cells
Complex layouts break accessibility. Keep tables simple, with no merged or split 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. -
Add a Caption Above a Table (Optional)
For complex tables, consider including a short sentence above a table or in Notes so learners understand the table's purpose.
Multimedia (Audio/Video)
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Provide Captions for Videos
Only use videos with accurate captions. For videos, transcripts cannot be used as a substitute for captions. -
Provide Transcripts for Audio-Only Content
Provide a transcript for audio-only content (e.g., a podcast clip) so all learners can access the content. You can provide the transcript in the Notes or link to the transcript in a separate file. - Provide Audio Descriptions
For visual-only content (like diagrams in video), add a voiceover or description that explains key visuals.
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Do Not Use Flashing, Flickering, or Animated Content
Flashing visuals can trigger seizures and distract viewers. Only use still images and subtle animations. Do not rely on animation alone to communicate key information.
Hyperlinks and Email Addresses
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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
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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/
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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. -
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
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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
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If you are making a narrated PowerPoint, read about best practices for creating accessible narrated PowerPoint videos.
- To share a narrated PowerPoint with your students:
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- Always export your narrated .pptx to video.
- Upload the video to My Media.
- Edit the video's automatic captions for accuracy.
- Embed the video in a Canvas class.
- Optionally provide your .pptx file in Canvas as a supplement to students.
