Skip to main content

Powerpoint and Digital Accessibility

Creating accessible PowerPoint presentations ensures that all audience members—including people with disabilities—can understand, navigate, and interact with the content.

Key best practices

  1. Add alternative text to visuals:  images, graphics, shapes, charts, SmartArt, and videos should have alt text, as screen reader users rely on alt text to understand visual content.
  2. Ensure a logical reading order: slide content must be read in the correct sequence. Screen readers follow the order objects were added, not the visual order.
  3. Use built-In slide layouts: custom-designed slides may create inaccessible reading orders. Built-in layouts ensure consistent structure, contrast, and reading flow.
  4. Provide descriptive slide titles: slides without titles or with repeated titles. Screen readers use slide titles for navigation.
  5. Use accessible hyperlink text: By using descriptive text such as "Submit a Medical Request Form" instead of "Click here" or "Read more," users are able to determine where the link is directing them.
  6. Use sufficient color contrast: high contrast helps users with low vision or color blindness.
  7. Do not use color alone to convey meaning: color-coded labels without text alternatives may cause color-blind users to miss. Add text labels and/or patterns to prevent this.
  8. Use large, clear fonts: larger and clear (not decorative) text improves readability for low-vision and dyslexic users.
  9. Make tables simple and accessible: Avoid tables when possible, but if they are required, avoid complex tables, merged cells, nested tables. Screen readers rely on simple, structured tables with headers.
  10. Make videos accessible Captions assist deaf/hard-of-hearing users; descriptions support blind/low-vision users.
  11. Create accessible PDFs or alternate formats: when exporting your presentation:
    • Preserve accessibility tags
    • Ensure reading order is correct before converting
    • Provide alternate formats (e.g., accessible PDF or tagged HTML) when possible
  12. Use the Accessibility Checker

Working with accessible documents

When documents are necessary, they must be designed with accessibility in mind. Explore the resources below for guidance on creating and remediating PDFs, Word documents, spreadsheets, and presentations that meet accessibility standards.