Making PowerPoint presentations accessible is essential because it ensures that all individuals can fully engage with and benefit from the shared content. This includes people with disabilities, such as those with visual, auditory, cognitive, or motor impairments, as well as individuals with different learning preferences. Accessible presentations support those who rely on screen readers, keyboard navigation, or other assistive technologies, and they also help those who may not be able to see or process visual elements clearly. By designing with accessibility in mind, you create a more inclusive, equitable learning and communication environment for everyone.

• Provide Alternative Formats: Include text transcripts or captions for all multimedia content.
• Choose Accessible Fonts and Colors: Use sans-serif fonts like Verdana (18pt+), and avoid hard-to-distinguish colors like red and green.
• Keep Language Simple: Use clear, concise text and limit the amount of on-screen content.
• Add Meaningful Alt Text: Describe images clearly, especially those that are functional or clickable.
• Use Built-In Slide Layouts: Prebuilt templates support accessibility features and maintain consistency.
• Check Accessibility: Run PowerPoint’s built-in Accessibility Checker before sharing your presentation.
• Avoid All Caps: Uppercase text is harder to read and can confuse screen readers.
• Title Every Slide: Give each slide a unique, descriptive title for easy screen reader navigation.
• Add White Space: Use spacing between lines and elements to improve readability.
• Emphasize with Bold: Use bold text instead of italics or underlining to highlight key points.
• Start with Accessible Templates: Choose templates designed with accessibility best practices in mind.

Learn more about How to Change the Reading Order in PowerPoint.

1. Select the "Review" button.

2. Select the "Check Accessibility" button.

3. After selecting “Check Accessibility”, review the Accessibility Pane, click on issues for recommendations, and make necessary adjustments to improve accessibility.

1. Create a PowerPoint document.
2. Insert the desired image.
3. Right-click on the image and select “Alt Text”

4. Enter a description that effectively conveys the image’s message.
5. Check the “Mark as Decorative” box if the image is purely decorative.

Reading order is crucial for individuals with limited or no hand movement who rely on assistive devices like wands, switches, or sticks, as well as for screen reader users. Screen readers read slide elements in the order they were added, which may differ from their visual arrangement. Follow the following instructions to check and fix the reading order:

1. Open the “Home” or “Shape Format” tab in the PowerPoint ribbon.
2. Click the “Arrange” dropdown (icon with overlapping squares).

3. In the dropdown, select “Layers” at the bottom of the menu.

4. In the Layers Pane, use eye icons to show/hide items, arrows to reorder, and buttons to show or hide all.

5. The Layers Pane lists objects in reverse order—screen readers read from bottom to top, unlike the visual top-to-bottom layout.
6. To improve accessibility, reorder items by dragging them or using the Send Backward arrows, placing the title at the bottom so it’s read first.

• Ensuring color accessibility is essential for making content inclusive for all users, including those with visual impairments or color vision deficiencies. By using sufficient contrast, avoiding reliance on color alone, and utilizing accessibility tools, you can create a more readable and user-friendly experience.
• Do not rely on color alone to convey important information.
• Ensure sufficient contrast between text and background for readability.
• Avoid flashing content, as it can cause discomfort or trigger seizures.

Helpful Resources on Color Accessibility:

• What is Color Contrast? – Learn the importance of contrast in accessibility.
• Color Contrast Information and Tools – Explore tools to check contrast compliance.
• How to Check Color Contrast with Colour Contrast Analyser (CCA) – A free downloadable tool for contrast testing.
• How to Create Accessible Content for Color Vision Deficiency – Tips for designing inclusive content.
• Coblis: Color Blindness Simulator – A web-based tool to preview content through different types of color blindness.

• How to Add Accessibility Properties to PowerPoint (Desktop Mac)
• Make your PowerPoint Presentations Accessible to People with Disabilities - Microsoft Support
• Microsoft PowerPoint Video Accessibility Training - Microsoft Support
• Preparing for an Inclusive Virtual Event or Meeting
• Ensuring An Event is Inclusive and Engaging for All Attendees
• Avoid Flashing Content
• Best Practices: Alternative Text