Powerpoint and Digital Accessibility
Linking to external documents
When linking to a document on another site, it is best practice to link to the host's page and not their actual document. Documents often get renamed or taken down which can break our links. Additionally, the university can be held liable for any documents we link to that are not accessible.
About Microsoft PowerPoint files
A .ppt file is a Microsoft PowerPoint presentation containing a sequence of slides with text, images, graphics, audio, video, and animations. PowerPoint presentations are used for professional, academic, training, and personal communication, relying on visual storytelling to explain concepts clearly and efficiently.
While .ppt is the older, legacy PowerPoint format, .pptx is the modern version. PPTX uses a structured, XML-based system that results in smaller, more secure, and more flexible files. Because PPTX is now the default standard, .ppt files are maintained primarily for compatibility with older presentations.
What a Powerpoint file contains
- Slides: individual presentation pages displayed in sequence
- Multimedia: text, shapes, images, charts, audio, and video
- Animations & transitions: movement and visual effects applied to objects and between slides
How to open Powerpoint file
You can open a Powerpoint file with:
- Microsoft PowerPoint
- Google Slides
- LibreOffice Impress
- Other compatible presentation software
Editing
A .ppt or .pptx file can be updated and edited like any PowerPoint presentation:
- Add or revise text and images
- Modify slide layouts
- Apply animations and transitions
- Insert multimedia
Saving
You may save these files as:
- PPTX (recommended)
- MP4 video
- JPG/PNG images
Legacy vs. modern format
- .ppt – older binary format
- .pptx – current, XML-based format offering better performance, smaller file sizes, and improved reliability
Features and uses
Microsoft PowerPoint enables users to create dynamic, multimedia-rich presentations. It functions as a digital slide system allowing clear, visual communication across many settings.
Key features
- Multimedia support: insert charts, images, audio, video, SmartArt, and graphics
- Design tools: themes, templates, Slide Master, and Designer suggestions
- Animations & transitions: build movement and flow into content
- Collaboration: real-time editing and cloud-based sharing
- Accessibility tools: built-in Accessibility Checker
- Cross-platform: Windows, macOS, mobile apps, and web browser versions
Common uses
- Business presentations and reports
- Academic lectures and training materials
- Student projects and classroom learning
- Pitch decks and investor presentations
- Project timelines and data summaries
- Organizational templates for consistent branding
Accessibility in Powerpoint presentations
Creating accessible PowerPoint presentations ensures that all audience members—including people with disabilities—can understand, navigate, and interact with the content.
Key best practices and how to implement them
- 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.
- 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.
- Use built-In slide layouts: custom-designed slides may create inaccessible reading orders. Built-in layouts ensure consistent structure, contrast, and reading flow.
- Provide descriptive slide titles: slides without titles or with repeated titles. Screen readers use slide titles for navigation.
- 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.
- Use sufficient color contrast: high contrast helps users with low vision or color blindness.
- 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.
- Use large, clear fonts: larger and clear (not decorative) text improves readability for low-vision and dyslexic users.
- 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.
- Make videos accessible Captions assist deaf/hard-of-hearing users; descriptions support blind/low-vision users.
- 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
- Use the Accessibility Checker