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Accessibility and Universal Design for PowerPoint

This checklist combines key principles of accessibility and Universal Design for Learning (UDL) to help you create PowerPoint presentations that are clear, inclusive, and effective for all students. While accessibility focuses on removing barriers for individuals with disabilities, UDL encourages flexible design that supports a wide range of learners from the start. You don’t need to be an expert in either; this guide offers quick, practical steps you can apply right away. 

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.

  • 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.

Serif fonts with decorative strokes at ends of letters circled. Serif fonts listed: Times New Roman, Georgia, Garamond. Sans serif fonts: arial, verdana, helvetica

  • 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:

Accessible and inaccessible version of color coding. Inacessible example shows meaning with color alone. Accessible example also conveys meaning with words


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.

PowerPoint slide showing a Canvas Dashboard screenshot with the Open Dyslexic font enabled. The slide title reads “Dyslexia Friendly Font Enabled,” and the Accessibility tab is open with alt text entered: “A Canvas Dashboard with the Open Dyslexic font enabled.”

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 field containing a succinct description of an image.


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. 

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.

Example of a complex image: Diagram of the global water cycle, showing how water moves through the environment via precipitation, evaporation, runoff, groundwater, and human use.

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.

Example of a complex image: Diagram of the global water cycle, showing how water moves through the environment via precipitation, evaporation, runoff, groundwater, and human use.

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. 

Example of a complex image: Diagram of the global water cycle, showing how water moves through the environment via precipitation, evaporation, runoff, groundwater, and human use.



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.

    Table with top row identified as Header Row and left column identified as Header Column

    • 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


      Resources



      Keywords:
      accessibility, accessible, universal design, UDL, ppt, PowerPoint 
      Doc ID:
      150257
      Owned by:
      Katherine P. in CETL
      Created:
      2025-05-01
      Updated:
      2025-07-22
      Sites:
      UW-Milwaukee Center for Excellence in Teaching and Learning