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

• Avoid SmartArt and Embedded Text in Images
  SmartArt and text embedded in images are difficult or impossible for screen readers to interpret. Avoid using them to convey critical information. Instead, use plain text and simple shapes.

If you include SmartArt for visual appeal, make sure to add meaningful Alt Text. 

Tip: If you plan to convert your presentation to PDF, don't use Save As PDF from PowerPoint; instead, use Adobe Acrobat to export your Powerpoint to PDF. This will help your presentation retain alt text and structure.

• 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. 

• • Informative Images

For images that convey information, right-click images and 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. For support, try tools like the AI Image Accessibility Generator to help draft descriptions that you can review and edit for accuracy.

• • Decorative Images

For images that are purely decorative and don’t convey meaning, check the Mark as Decorative box in the Alt Text field to tell screen readers to skip them.

• • Complex Images
    

If a chart or diagram is too complex to describe in alt text, provide a short summary on the slide or link to a more detailed explanation.

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") 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. 
  
  

Resources

• Microsoft Accessibility

  • Make Your PowerPoint Accessible to People with Disabilities

  • Microsoft Accessibility Checker

• Harvard Alt Text Guidelines 

• WebAIM PowerPoint Accessibility Guide

• AI Image Accessibility Generator