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Accessible PowerPoint Guide

Why Accessibility Matters

Accessible PowerPoint presentations ensure that all users, including those using screen readers, keyboard navigation, or other assistive technologies, can perceive, understand, and navigate content effectively. Creating accessible presentations supports compliance with Americans with Disabilites Act Title II, Texas Administrative Code 206 and 213, and WCAG 2.1 AA standards, improves clarity and engagement for all audiences, and ensures equal access to information for individuals with disabilities, ultimately enhancing usability for everyone.

Use the Accessibility Checker

  1. Go to the Review tab
  2. Select Check Accessibility
  3. Review errors, warnings, and tips in the panel
  4. Apply recommended fixes

The checker helps catch common issues, but manual review is still required.

Core Accessibility Principles

  • Always use PowerPoint’s default layouts
  • Avoid manually inserting text boxes
  • Layouts ensure proper reading order for screen readers

Tip: You may use the UT Tyler template found in Brand Downloads.

  • Each slide must have a clear, descriptive title
  • Helps users navigate using assistive technologies
  • Screen readers follow the order elements were added
  • Use the Reading Order Pane to fix sequence
  1. Open Review → Check Accessibility
  2. Select Reading Order Pane
  3. Arrange items logically (Title → Content → Images)

Content should follow a natural top-to-bottom flow.

  • Minimum font size: 18–24 pt
  • Use sans-serif fonts (Arial, Calibri, Verdana)
  • Avoid:
    • ALL CAPS
    • Excessive italics/underline

This improves readability for users with low vision or dyslexia.

  • Use high contrast between text and background
  • Do not rely on color alone to convey meaning

WCAG recommends strong contrast ratios, such as dark text on a light background.

  • Images
  • Charts
  • Graphs
  • Icons
  1. Right-click image
  2. Select Edit Alt Text
  3. Enter a meaningful description

Decorative images should be marked as decorative so screen readers do not annouce them.

  • Avoid “Click here”
  • Use meaningful text like:
    • “View accessibility guidelines”

Descriptive links help screen reader users understand link purpose.

  • Use tables for data only (not layout)
  • Include header rows
  • Avoid:
    • Merged cells
    • Blank cells

This ensures screen readers correctly interpret structure.

  • Avoid:
    • Flashing
    • Blinking
    • Complex motion
  • Keep transitions minimal

This reduces cognitive load and the risk of inducing seizures.

  • Include:
    • Captions for videos
    • Transcripts for audio

These are essential for users who are deaf or hard of hearing.

  • Save as tagged PDF when sharing
  • Maintain structure for assistive technologies
  • Use built-in slide layouts
  • Add unique slide titles
  • Verify reading order
  • Use high-contrast colors
  • Apply alt text to visuals
  • Use descriptive links
  • Keep slides simple and uncluttered
  • Limit animations
  • Add captions to videos
  • Run Accessibility Checker before sharing
  • Verbally describe images and charts
  • Read important slide content aloud
  • Speak clearly and at a moderate pace
  • Avoid overcrowded slides

Accessibility applies to both the slides and the presentation delivery.