How do I make a PowerPoint accessible?

When possible, use pre-built slide layouts already available in PowerPoint instead of creating your own. These slide layouts already have many accessibility features added like Titles and established Reading Order. 

Use a pre-build slide layout: 

1. Select Insert. 
2. Select New Slide or the New Slide Dropdown. 
3. Select a pre-built slide layout. 

Your title is added in the metadata of your document and is separate from your save title. 

On Mac: 

1. In the top menu, select File. 
2. Select Properties. 
3. Select Summary. 
4. Add your title. 

On Windows: 

1. In the top menu, select File. 
2. Select Info. 
3. Add your title. 

Alt text is important because it ensures that images are accessible to people who use screen readers. All images will need to have alt text added. Learn more about alt text.

Add alt text to images: 

1. Select your image.
2. In the document ribbon, select Picture Format. 
3. Select Alt Text.
4. Add your alt text in the opened pane.

Tip:

• Toggle 'Approve alt text' to verify to editors that the alt text is accurate. This is helpful for reviewing and confirming the AI generated alt text that Microsoft provides. 
• Toggle 'Mark as decorative' if the image is only for decorative purposes. 

Let your user know where they are going when they select a link by giving it meaningful link text. Learn more about descriptive links.

Change your link text: 

1. Select your hyperlink. You can either right-click your link or use Shift + Right Arrow. 
2. Select Hyperlink.
3. Select Edit Hyperlink.  
4. Edit the 'Text to Display' to your descriptive link text. 
5. Select OK. 

Tip: 

Don't use 'Click Here' or 'Read More' for your link text. These are not descriptive and don't tell users where they are going. 

If you make your own slide template, or move text boxes in a pre-build slide template, you will need to make sure your content is being presented in the correct order. 

Review your reading order:

1. Select Review > Check Accessibility. 
2. In your Accessibility Assistnat pane, select Check Reading Order. You may need to scroll through your review to find this option. 
3. Select Verify reading order. 
4. Confirm that your slide reading order is logical and in sequential order. 

Learn more about using the Reading Order pane in PowerPoint with Microsoft Support: Make slides easier to read by using the Reading Order pane

Make sure each slide has a unique, descriptive title. This helps people more quickly and easily navigate through your presentation.

Add a descriptive title to your slide: 

1. Select Review > Check Accessibility. 
2. Select Slide Title. 
3. Select Add Slide Title. You may also have the option to 'Add a Hidden Slide Title', 'Edit Slide Title', or to 'Set as Slide Title'. These options will be available based on your current slide title properties. 

Learn more about how to add a title to a slide.

All tables should include a table header and alternative text. Tables should only be used to format tabular information, not to add structure to your document. Learn more about table accessibility. 

To add a header row: 

1. Select your data table and then select the Table Design ribbon. 
2. Make sure that the Header Row box is checked.

To add alternative text: 

1. Select your data table. 
2. Select Review. 
3. Select the Check Accessibility dropdown. 
4. Select Alt Text. Add your Alt Text in the Alt Text Panel.

Alternatively, you can add Alt Text to your table directly in the Accessibility Assistant panel. 

Images and text are required to meet WCAG 2.1 AA standards. Learn more about color and color contrast. 

Recommended Resources:

• WebAIM’s Contrast Checker(link is external)
• Color Accessibility - Berkeley Brand(link is external)

Tips: 

• Use easy-to-read fonts, like Ariel or Verdana, in your presentation.
• Make sure your font is at least 18 points or larger. 
• Avoid slide transitions and animations, because these can distracting for users.