PowerPoint Accessibility

Be Concise:

• Aim for 1–2 sentences. Describe only the essential details needed to understand the image's purpose.

Context Matters:

• Tailor the description to the slide's content. For example, if an image is illustrating a concept already explained in text, the alt text can be simpler.

Avoid Redundancy:

• Do not repeat information already present in the slide text.

Exclude "Image of" or "Picture of":

• Screen readers already announce the type of object, so this information is unnecessary.

Describe Complex Images Separately:

• For charts or diagrams, describe the key takeaway rather than every detail.
• If the image is very complex, consider adding a detailed description in the speaker notes or providing a handout with additional information.

• Image: A photo of a team brainstorming around a whiteboard.
  • Alt Text: "A group of five colleagues collaborating at a whiteboard, discussing strategies for a new project."
• Chart: A bar graph showing sales growth over three years.
  • Alt Text: "Bar chart showing steady sales growth from 2020 to 2022, with revenue increasing by 10% each year."
• Decorative Image: A decorative border or background.
  • Mark as decorative.

Use the Accessibility Checker:

• Go to "Review > Check Accessibility".
  • This tool identifies any objects missing alt text and provides suggestions.

Test with Screen Readers:

• Preview your presentation using a screen reader (e.g., NVDA or JAWS) to ensure the alt text provides meaningful descriptions.

PowerPoint offers a real-time subtitle feature to display spoken words as captions during a presentation.

• Open PowerPoint:
  • Open your presentation.
• Go to the Slide Show Tab:
  • Navigate to "Slide Show" on the ribbon.
• Enable Subtitles:
  • Click "Always Use Subtitles" in the Monitors group.
• Customize Subtitle Settings:
  • Click the dropdown next to "Subtitle Settings" to configure:
    • Spoken Language: Select the language you’ll speak.
    • Subtitle Language: Choose the language for captions.
    • Microphone: Select the correct microphone input.
    • Position: Choose where subtitles appear (e.g., above or below the slide).
• Present with Subtitles:
  • Start the presentation by clicking "From Beginning" or "From Current Slide".
  • Speak clearly into your microphone, and PowerPoint will display real-time captions.

If your presentation includes videos, you can embed closed captions for accessibility.

Prepare a Video with a Caption File:

• Create or obtain a caption file in .vtt format. This file includes timestamps and caption text.
  • Tools like YouTube or transcription services can generate caption files.

Insert the Video:

• Go to the slide where you want to add the video.
  • Click "Insert" > "Video" and choose "This Device", "Online Video", or another source.

Add Captions:

• Select the video on your slide.
  • Go to the "Playback" tab on the ribbon.
  • Click "Insert Captions" and select your .vtt file.

Test the Captions:

• Play the video in your presentation to ensure the captions appear correctly.

For simpler captions or translations, you can manually add text to slides.

Insert a Text Box:

• Click "Insert" > "Text Box" and position it at the bottom of the slide.

Type the Subtitle:

• Add the subtitle text relevant to the content or audio for that slide.

Format the Text:

• Adjust font size, color, and background to ensure readability.
  • Use a semi-transparent rectangle as a background for the text if needed.

Repeat for Each Slide:

• Add subtitles to slides where audio or visual content requires explanation.

• Use Accessibility Checker:
  • Go to "Review" > "Check Accessibility" to identify potential issues with captions or other elements.
  • Follow suggestions to improve accessibility.
  • Preview the Presentation:
  • Run the slideshow to ensure captions or subtitles are accurate and properly positioned.

• Clarity and Readability: Use large, sans-serif fonts for subtitles and ensure high contrast between text and background.
• Conciseness: Keep captions brief and synchronized with the spoken content.
• Language Support: Choose subtitle languages based on your audience's needs.
• Test Equipment: Ensure your microphone and audio setup work seamlessly for live subtitles.

With these methods, your PowerPoint presentations will be accessible to a broader audience.

• Dark Background, Light Text:
  • Use dark backgrounds (e.g., black, dark blue, or dark gray) with light-colored text (e.g., white, yellow, or light gray).
• Light Background, Dark Text:
  • Use light backgrounds (e.g., white, beige, or pale yellow) with dark-colored text (e.g., black, navy, or dark green).

• Background: Navy blue, Text: White
• Background: Black, Text: Yellow
• Background: White, Text: Black

PowerPoint includes built-in themes and templates optimized for high contrast.

• Go to the "Design" tab.
• Click "Themes" to view the gallery.
• Choose a theme with high-contrast color schemes, such as "Ion" or "Gallery".
• Customize the colors if necessary:
  • Click "Variants" > "Colors" > "Customize Colors".
  • Adjust colors for text, background, and accents to maximize contrast.

• Font Size: Use a minimum of 18 pt for body text and 24–32 pt for headings.
• Font Style: Select sans-serif fonts like Arial, Verdana, or Calibri, which are easier to read.
• Bold Text: Use bold formatting for emphasis instead of relying solely on color.

For Images and Charts:

• Use images with good contrast and avoid those with busy backgrounds.
• Apply semi-transparent overlays or solid backgrounds behind text on images.
• Use high-contrast colors in charts and graphs:
  • For bar graphs, avoid using similar shades of the same color (e.g., light blue vs. dark blue).
  • Label data points clearly.

For Shapes and Lines:

• Ensure shapes, borders, and lines are distinguishable against the background.

• Use Accessibility Checker:

  • Go to "Review" > "Check Accessibility".
  • This tool flags contrast issues and suggests improvements.

• Test with Grayscale:

  • Save your presentation as images, convert them to grayscale, and check visibility.
  • This simulates how individuals with color blindness may perceive the slides.

• Online Contrast Checkers:

  • Use tools like the WebAIM Contrast Checker or Adobe Color to verify your color choices meet WCAG 2.1 contrast guidelines.

When presenting, consider enabling high-contrast mode for the entire system:

• In Windows:
  • Go to Settings > Ease of Access > High Contrast and turn it on.
• In macOS:
  • Go to System Preferences > Accessibility > Display and enable "Increase Contrast."

• Avoid relying solely on color to convey meaning; use labels, patterns, or text.
• Use consistent colors and formats throughout the presentation.
• Minimize the use of gradients or textured backgrounds.

By following these tips, your PowerPoint presentation will be more accessible and visually clear for all audiences.

PowerPoint’s built-in slide layouts are designed with accessibility in mind. They include properly structured headings and content placeholders that screen readers can interpret.

• Choose a Layout:
  • Go to the "Home" tab and click "Layout" in the Slides group.
  • Select a layout (e.g., Title Slide, Title and Content, Two Content).
• Avoid Customizing Layouts Excessively:
  • Stick to the built-in placeholders for titles and content.
  • Avoid adding text boxes outside placeholders, as they might not be recognized by assistive technologies.

The reading order of slide elements affects how screen readers interpret the slide content.

• Check Reading Order:
  • Go to the "Home" tab, then click "Arrange" > "Selection Pane".
  • Elements are read from bottom to top in the Selection Pane.
• Rearrange Items:
  • Drag items in the Selection Pane to set the correct reading order.
  • Ensure the title comes first, followed by content placeholders.

Each slide should have a unique and descriptive title to help users navigate the presentation.

• Titles should summarize the main idea of the slide.
• Avoid duplicate titles for multiple slides; use numbering or descriptive variations instead (e.g., "Sales Growth – Q1," "Sales Growth – Q2").

Simplify your slides to make content easy to follow and accessible.

Tips:

• Minimize Clutter: Avoid overloading slides with text, images, or graphics.
• Keep Text in Placeholders: Use text boxes sparingly outside placeholders.
• Align Content: Use PowerPoint’s alignment tools to create a visually organized layout.

Provide alt text for images, charts, and SmartArt to describe their content to screen readers.

How to Add Alt Text:

• Right-click the object (image, chart, etc.).
• Select "Edit Alt Text".
• Enter a concise description or mark the item as decorative if it has no informational value.

Select fonts and styles that are readable and consistent.

Guidelines:

• Use sans-serif fonts (e.g., Arial, Calibri, Verdana).
• Keep font sizes at least 18 pt for body text and 24 pt or larger for headings.
• Use bold or size changes for emphasis instead of italics or underlining.

High contrast between text and background is essential for readability.

Best Practices:

• Use dark text on a light background or vice versa.
• Test your color choices with a contrast checker to meet WCAG 2.1 guidelines (minimum contrast ratio of 4.5:1 for normal text).

Slide notes can provide more detailed explanations that can be shared as accessible handouts.

How to Use Notes:

• Click the "Notes" section below the slide.
• Add additional context or explanations for complex visuals.

PowerPoint includes an accessibility checker to identify issues.

How to Use It:

• Go to the "Review" tab.
• Click "Check Accessibility".
• Follow the suggestions to fix issues.

Export your PowerPoint presentation as an accessible file format if sharing it electronically.

Export Options:

• Save as a tagged PDF to retain structure for screen readers.
  • Go to "File > Save As" and choose PDF, then check "Options > Document structure tags for accessibility".
• Share the PowerPoint file itself, ensuring all accessibility features are intact.

Sans-serif fonts are generally more readable for digital presentations because they have clean and simple lines.

Recommended Fonts:

• Arial: A widely used, classic sans-serif font.
• Verdana: Designed for readability on screens, with wide letter spacing.
• Calibri: A modern sans-serif font with a clean appearance.
• Tahoma: Another clean sans-serif font with good spacing.
• Helvetica: A professional, highly legible option.
• Trebuchet MS: A slightly more stylized but still accessible sans-serif font.
• Open Sans: A versatile and clear sans-serif font.

Fonts to Avoid:

• Serif Fonts: (e.g., Times New Roman, Georgia) These have decorative strokes, which can be harder to read on screens.
• Script Fonts: (e.g., Brush Script, Edwardian Script) Decorative fonts are difficult to read in large blocks or at small sizes.
• Novelty Fonts: (e.g., Comic Sans, Papyrus) These can appear unprofessional or distracting.

The size of the font greatly affects readability.

Guidelines:

• Headings: At least 28–32 pt.
• Body Text: At least 18–24 pt.
• Subtitles: 20–28 pt, depending on their importance.
• Ensure text is readable even from the back of a room if presenting to a live audience.

Styling can enhance or hinder readability.

Guidelines:

• Bold for Emphasis: Use bold text to highlight key points, but sparingly.
• Avoid Italics and Underlining:
  • Italics can be hard to read for some, especially at smaller sizes.
  • Underlining can be mistaken for hyperlinks.
• Use Sentence or Title Case:
  • Avoid ALL CAPS, as it is harder to read and can feel like shouting.

High contrast between text and background is critical.

Best Practices:

• Use dark text on a light background or light text on a dark background.
• Avoid color combinations that are difficult for color-blind users, such as:
  • Red/green
  • Blue/yellow
• Test your contrast with tools like the WebAIM Contrast Checker.

Spacing and alignment also play a role in readability.

Recommendations:

• Use 1.2 to 1.5 line spacing for body text.
• Leave ample space between lines and bullet points.
• Align text to the left (left-justified) for readability. Avoid full justification, which can create uneven spacing.

Certain fonts are designed to improve readability for individuals with dyslexia, though standard sans-serif fonts often work well.

Dyslexia-Friendly Fonts:

• OpenDyslexic: A font specifically designed for dyslexic readers.
• Lexend: Reduces visual stress by increasing spacing and simplifying letterforms.
• Verdana or Arial: Recommended for their clean, sans-serif design.

Before finalizing your presentation:

• Review Slide Distance:
  • Test readability by standing far from the screen.
• Seek Feedback:
  • Ask colleagues or audience members for input on text clarity.
• Use PowerPoint's Accessibility Checker:
  • Go to Review > Check Accessibility to identify potential issues.

• Clarity for Screen Readers: Users relying on assistive technology will hear the description instead of just a URL.
• Better User Experience: Clear descriptions let all users know what to expect when clicking the link.

• Insert the Link:
  • Highlight the text you want to turn into a hyperlink.
  • Right-click and select "Link" (or press Ctrl+K).
  • In the Insert Hyperlink dialog box:
    • Paste the URL in the Address field.
    • Ensure the display text is meaningful.
• Use Descriptive Text:
  • Instead of generic text like "Click here" or "Read more," describe the link’s purpose.
  • Examples:
    • Instead of: Click here
    • Use: "Learn more about accessibility guidelines"
    • Instead of: www.website.com
      • Use: "Visit the World Wide Web Consortium (W3C) website"

You can include additional information using the "ScreenTip" feature, which shows a tooltip when hovering over the link.

Steps to Add a ScreenTip:

1. Highlight the text linked to your URL.
2. Right-click and select "Edit Hyperlink".
3. Click "ScreenTip" in the bottom-right corner of the dialog box.
4. Enter a brief description, such as:
   • "Opens the W3C homepage in a new tab."
5. Click OK to save.

Screen readers will read out every character of a URL, which can be cumbersome. Always use meaningful text instead of raw URLs.

Example:

• Instead of: http://www.example.com/accessibility-guide
  Use: "Accessibility Guide by Example"

• Color Contrast: Ensure the hyperlink text color is distinct and contrasts well with the background.
• Underlining: Use underlining for hyperlinks to maintain conventional visual cues.
• Font Size: Ensure the hyperlink text is large enough to read easily.

PowerPoint’s Accessibility Checker can identify potential issues with hyperlinks:

1. Go to "Review" > "Check Accessibility".
2. Ensure all hyperlinks are descriptive and accessible.

• Keep descriptions concise but informative.
• If linking to a document or file, mention the file type and size, e.g., "Download the PDF guide (2 MB)."
• Avoid duplicating links unnecessarily on the same slide.

The tab order determines how users navigate through slide elements with the Tab key. Proper tab order is essential for logical navigation.

Screen readers and keyboards follow the structure of the slide, so using proper layouts and placeholders is critical.

Best Practices:

• Use PowerPoint’s built-in slide layouts (e.g., Title Slide, Title and Content) instead of creating custom layouts.
• Avoid adding content outside placeholders, as it may disrupt navigation order.
• Group related elements together to simplify navigation.

PowerPoint has built-in keyboard shortcuts for navigating during a presentation. Inform your audience of these shortcuts if they’ll be using them.

Common Keyboard Shortcuts:

• Next Slide: Right Arrow, Down Arrow, or Space
• Previous Slide: Left Arrow or Up Arrow
• Go to a Specific Slide: Type the slide number, then press Enter.
• Start Presentation: F5 (from the beginning) or Shift + F5 (from the current slide).
• Exit Presentation: Esc
• Black/White Screen: B/W
• End Presentation: Esc

Ensure hyperlinks and interactive elements (e.g., buttons) can be navigated with the keyboard.

Best Practices:

• Use the Tab key to navigate between hyperlinks.
• Test all interactive elements to ensure they are keyboard accessible.
• Add a ScreenTip to hyperlinks for context (Right-click > Edit Hyperlink > ScreenTip).

Overlapping objects can cause navigation issues:

• Ensure elements don’t overlap unnecessarily.
• Use alignment tools to arrange content clearly.

Slide titles are used by screen readers and appear in the slide navigation pane for users navigating with assistive technologies.

How to Add or Check Titles:

• Ensure every slide has a unique title.
• If the title shouldn’t be visible on the slide, hide it off-screen:
  • Move the title box outside the slide boundary.

Before finalizing your presentation:

• Use the Tab key to navigate through each slide and ensure all elements are reachable in a logical order.
• Confirm that links, buttons, and embedded content (e.g., videos) are accessible.

• Offer a navigable PDF or text version of your presentation for users who may prefer an alternate format.
• Consider enabling "Presenter View" to allow manual control of navigation during live presentations.

Steps to Apply Built-in Layouts:

• Go to the "Home" tab.
• Click "Layout" and choose a layout (e.g., Title Slide, Title and Content).
• Avoid creating custom layouts unless necessary, as these may not be interpreted correctly by screen readers.

Slide titles help users navigate through the presentation using a screen reader.

Best Practices:

• Ensure each slide has a unique and descriptive title.
• If a title isn’t visually necessary, move it off the slide or mark it as hidden:
  • Select the title box and drag it outside the visible slide area.

Alt text describes visual elements (images, charts, SmartArt, etc.) to users relying on screen readers.

How to Add Alt Text:

• Right-click on an object (image, chart, shape, etc.).
• Select "Edit Alt Text".
• Enter a concise, meaningful description of the object.
  • Example: “Bar chart showing sales growth from 2020 to 2025.”
• If the object is decorative, mark it as "Decorative" in the Alt Text pane.

Screen readers read slide content in a specific order, which should align with the visual layout.

Steps to Set Reading Order:

• Go to the "Home" tab and click "Arrange" > "Selection Pane".
• Items are read from bottom to top in the Selection Pane.
• Rearrange elements to ensure a logical order:
  • Titles first
  • Content placeholders next
  • Decorative elements last or marked as decorative.

Screen readers read the hyperlink text, so make sure it’s descriptive.

Best Practices:

• Instead of displaying raw URLs like www.example.com, use meaningful text:
  • Example: “Visit the W3C Accessibility Guidelines.”
• Add a ScreenTip for additional information:
  • Right-click the hyperlink > Edit Hyperlink > ScreenTip.

Screen readers may not read overlapping or floating elements in the correct order.

Tips:

• Use placeholders for all text instead of adding new text boxes.
• Align text and objects properly to avoid confusion.

Make multimedia content accessible by adding captions, transcripts, or descriptions.

Steps:

• Add Alt Text to video objects.
• Include closed captions or subtitles for videos.
• Provide a transcript for audio content.

Tables can be challenging for screen readers. Simplify tables and provide clear headers.

Best Practices:

• Avoid merging or splitting cells.
• Use the "Table Design" tab to mark header rows.

PowerPoint’s built-in Accessibility Checker identifies issues with screen reader compatibility.

How to Use It:

• Go to the "Review" tab.
• Click "Check Accessibility".
• Follow the recommendations to fix issues.

If sharing your presentation electronically, export it as an accessible format.

Options:

• Save as a tagged PDF:
  • Go to "File" > "Save As" > PDF > Check "Options > Document structure tags for accessibility".
• Share the PowerPoint file directly, ensuring accessibility features remain intact.

Presenter Coach in PowerPoint helps you practice your delivery and identifies areas for improvement, including inclusive language and pacing.

How to Use Presenter Coach:

• Open your presentation.
• Go to "Slide Show" in the ribbon.
• Click "Rehearse with Coach".
• A new window will open, and Presenter Coach will provide real-time feedback.

Key Features of Presenter Coach:

• Pacing Feedback: Ensures your presentation isn’t too fast or slow for accessibility.
• Inclusive Language Suggestions: Flags potentially non-inclusive language.
• Filler Word Detection: Identifies unnecessary words like “um” or “like.”
• Pitch and Tone Feedback: Helps make your voice more engaging and understandable.

Tips for Accessibility:

• Use clear and simple language that is easy for all audiences to understand.
• Avoid acronyms or jargon unless you explain them.
• Speak at a moderate pace to help listeners and captioning services keep up.

Speaker notes provide additional context for the presenter and can be shared as accessible handouts for your audience.

Best Practices for Accessible Notes:

• Write Clear, Concise Notes:
  • Use simple sentences and avoid overly complex language.
  • Include important details that might not be visible on the slides.
• Describe Visual Content:
  • If slides contain charts, images, or complex visuals, describe their key points in the notes.
  • Example: Instead of “See chart,” write “The chart shows a 25% increase in sales from Q1 to Q2.”
• Use Bullet Points:
  • Organize notes into bullet points for easy readability.
• Test with Assistive Technology:
  • Use a screen reader to ensure notes are easily navigable.

Sharing your notes can provide an inclusive experience, especially for those with hearing or cognitive impairments.

Options:

• Export Notes as a Handout:
  • Go to "File" > "Print".
  • Under "Settings", choose "Notes Pages".
  • Save as a PDF or print for distribution.
• Share the PowerPoint File:
  • Ensure your notes are accessible by testing with the built-in Accessibility Checker.
• Provide Digital Notes Separately:
  • Copy notes into a Word document or text file for easier sharing.

When delivering your presentation:

• Use Presenter View:
  • Presenter View allows you to see your notes on your screen while your audience only sees the slides.
  • Activate Presenter View: Go to "Slide Show" > "Use Presenter View".
• Use Keyboard Shortcuts:
  • Ctrl + P (Windows) or Cmd + P (Mac): Start the slideshow with Presenter View.
  • N or Space: Move to the next slide.
  • P or Backspace: Go to the previous slide.
• Practice with Notes:
  • Rehearse your presentation using notes to ensure smooth delivery.

Before finalizing your presentation:

1. Use the Accessibility Checker:
   • Go to "Review" > "Check Accessibility".
2. Test Notes with a Screen Reader:
   • Ensure your notes are logical and fully navigable.

By leveraging Presenter Coach and well-structured notes, your PowerPoint presentation will be more accessible, polished, and effective.