PowerPoint has many features built-in that help people with different abilities to read and author documents. In this topic, you learn, for example, how to work with the Accessibility Checker to tackle accessibility issues while you’re creating your presentation.
This list below provides more information about how to identify accessibility issues, how to fix them, and why it is important to do so. This is especially important if you are sharing PowerPoints out to the public or in a course with students who use screen readers.
PowerPoint Accessibility Checker
How to find it: With your presentation open, select Review>Check Accessibility
How to fix it: The Accessibility Checker will outline any errors, warnings, or tips for you to make your PowerPoint accessible. Follow the how-to’s provided by the Accessibility Checker to learn more.
Why fix it: The errors presented in the Accessibility Check will be barriers for students who rely on assistive technology to access your presentation. By resolving the errors, you can be confident that you are sharing an accessible presentation.
Include Alternative Format Text for Images
How to find it: Using the Accessibility Checker, you can identify images that are missing alternative text (alt text). It is important to note that sometimes, images are not flagged because they have alternative text but it is not accurate. The best practice would be to check all images or input alt text as you create your presentation.
How to fix it: Add alternative text to your shapes, pictures, charts, SmartArt graphics, and other objects.
Why fix it: Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.
Check Reading Order
How to find it: Use the Accessibility Checker to find slides that have possible problems with reading order. Try navigating your slides with a screen reader, such as NVDA (windows) or VoiceOver (mac).
How to fix it: Use the Reading Order Pane to check and improve the reading order of your presentation.
Why fix it: A screen reader reads the elements of a slide in the order they were added to the slide, which might be very different from the order in which things appear.
Helpful Tip: Depending on your PowerPoint License, your reading order view may look different. Visit this how-to from Microsoft 365 on PowerPoint Reading Order for more information.
Add Meaningful and Accurate Hyperlink Text and Screen Tips
How to find it: To determine whether hyperlink text makes sense as standalone information, visually scan the slides in your presentation.
How to fix it: Create accessible hyperlink text and add ScreenTips.
Why fix it: People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, avoid using link texts such as “Click here,” “See this page,” Go here,” or “Learn more.” Instead include the full title of the destination page. You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.
Helpful Tip: If the title on the hyperlink’s destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.
Ensure Color is Not the Only Means of Conveying Information
How to find it: Select Start > Settings > Accessibility > Color filters. Turn on the Color filter switch, and then select Grayscale. Visually scan each slide in your presentation for instances of color-coding.
How to fix it: Use accessible colors and styles in your presentation.
Why fix it: People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.
Helpful Tips: PowerPoint has built-in, predesigned slide designs that contain placeholders for text, videos, pictures, and more. They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who use assistive technologies such as screen readers and people who see.
Use Sufficient Contrast for Text and Background Colors
How to find it: Select Start > Settings > Accessibility > Color filters. Turn on the Color filter switch, and then select Grayscale. Visually scan each slide in your presentation for instances of color-coding.
How to fix it: Use accessible colors and styles in your presentation.
Why fix it: People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.
Helpful Tips: PowerPoint has built-in, predesigned slide designs that contain placeholders for text, videos, pictures, and more. They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who use assistive technologies such as screen readers and people who see.
Give Every Slide a Unique Title
How to find it: Select Start > Settings > Accessibility > Color filters. Turn on the Color filter switch, and then select Grayscale. Visually scan each slide in your presentation for instances of color-coding.
How to fix it: Use accessible colors and styles in your presentation.
Why fix it: People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.
Helpful Tips: PowerPoint has built-in, predesigned slide designs that contain placeholders for text, videos, pictures, and more. They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who use assistive technologies such as screen readers and people who see.