PowerPoint Slides Accessibility How-To Guide

Purpose: 

This guide will help faculty create PowerPoint presentations that are fully accessible so all students, including those using screen readers, keyboard navigation, or assistive technologies, can access, understand, and navigate slide content effectively. 

Accessible slides benefit all learners by improving clarity, structure, and readability while reducing cognitive load. 

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 1. Use Built-In Slide Layouts and Titles 

Why: Screen readers rely on PowerPoint’s built-in slide structure to interpret slide content. Using proper layouts ensures content is read in the correct order and helps students navigate slides efficiently. 

How: 

To add a title:

1. 1. 1. 1. 1. Click inside the Title placeholder.
            2. Type a clear title describing the slide topic. 

If a visual slide should not display a title:

1. 1. 1. 1. 1. Add a hidden slide title.
            2. Move the title box off the visible slide area so screen readers can still read it. 

Tips: 

• Every slide should have a unique title 
• Titles help screen reader users navigate between slides quickly 
• Avoid creating slides using blank layouts 

For more information, please review Creating Clear Structures in Slide Presentations document. 

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 2. Add Descriptive Alt Tet to Images and Visuals 

Why: Screen readers cannot interpret images. Alternative text (alt text) provides a description, so users understand the purpose of visual content. 

 How: 

1. Select the image. 
2. Right-click →  View Alt Text. 
3. In the Alt Text panel, enter the description that explains the image’s meaning in context. 

Example: 

Image: Paley Hall during snowstorm 

Alt Text: Temple University Paley Hall during a winter storm. 

 

For decorative images:

1. Open the Alt Text panel
2. Select Mark as Decorative 

 

Tips: 

• Focus on the instructional purpose, not just the appearance. 
• For charts and graphs, describe key trends or conclusions. 
• Keep descriptions clear and concise 

For more information, please visit Alt Text. 

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 3. Verify Reading Order 

Why: Screen readers read slide elements in a specific order. If objects are arranged incorrectly, the content may be read in a confusing sequence. 

 How: 

1. Select Review → Check Accessibility 
2. Open the Accessibility Assistant dropdown panel 
3. Locate Reading Order issues 
4. Select Verify Reading Order 

Reorder items so they follow this logical flow: 

1. Slide Title 
2. Headings or main text 
3. Supporting text 
4. Images or charts 

Decorative objects should be marked as decorative or ignored. 

 

Tips: 

• Titles should be read first 
• Decorative shapes should be removed from reading order 
• Keep slide layouts simple to reduce ordering issues 

For more information, please visit Accessibility Checkers. 

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 4. Use Clear and Readable Text 

Why: Text readability impacts comprehension for all students, especially those with visual or cognitive disabilities. 

 Guidelines: 

• Use sans-serif fonts (Calibri, Arial, Verdana) 
• Minimum 24 pt font for body text 
• Avoid long paragraphs—use short bullet points 
• Use consistent formatting across slides 
• Left align text and 1.5-line spacing for legibility and readability. 

Tips: 

• Avoid ALL CAPS, excessive italics, or decorative fonts 
• Limit slides to one idea or concept 
• Keep text concise and clear  

For more information, please visit Legible/Readable/Understandable. 

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 5. Design Accessible Slide Content 

Why: Overly complex slides increase cognitive load and make it harder for students to process information. 

Best Practices: 

1. Limit slides to key concepts 
2. Avoid excessive animations 
3. Present information progressively

Tips: 

• Use white space to reduce clutter 
• Avoid placing too many visuals on one slide 
• Use consistent slide structure 

For more information, please review Accessible Slide Deck Checklist document. 

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 6. Ensure Adequate Color Contrast 

Why: Students with low vision or color-vision deficiencies may not distinguish low-contrast text. 

 Guidelines: 

• Standard text requires 4.5:1 contrast ratio 
• Large text requires 3:1 contrast ratio 
• Avoid light text on light backgrounds 

Tips: 

• Use dark text on light backgrounds 
• Avoid using color alone to communicate meaning 
• Combine color with labels, patterns, or icons 

You can test contrast using the WebAIM Contrast Checker. 

For more information, please visit Color Considerations. 

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 7. Allow Sufficient Time for Slide Content 

Why: Students may require additional time to process slide content due to visual, cognitive, or motor disabilities. 

 Best Practices: 

• Allow adequate time between slides during presentations 
• Avoid automatic slide transitions 
• Limit rapid animations 

Tips: 

• Pause when discussing complex visuals 
• Allow time for students using screen readers or note-taking tools  

For more information, please review the Time Adjustability document. 

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 8. Use the PowerPoint Accessibility Assistant and Checker 

Why: The Accessibility Assistant provides real-time guidance while building slides and identifies common accessibility issues. The Accessibility Checker allows you to review and fix these issues before sharing your presentation. 

 Together, these tools help ensure slides meet accessibility standards by identifying problems such as missing alt text, incorrect reading order, missing slides, and more. 

 How: 

 Enable Accessibility Assistant (Recommended):

1. Open PowerPoint settings:
   • Windows: File → Options
   • Mac: PowerPoint → Preferences
2. Select Accessibility.
3.  Enable the following options: 
   • Automatically Generate Alt Text 
   • Show accessibility status in the status bar 

These settings allow PowerPoint to identify accessibility issues as you build your slides. 

 

Run the Accessibility Checker:

1. Go to Review → Check Accessibility 
2. The Accessibility Assistant panel will open on the right side of the screen. 
3. Review any flagged issues and follow the recommended fixes. 

 

Common issues include: 

• Missing alt text for images 
• Missing slide titles 
• Reading order problems 
• Low color contrast 

 

Tips: 

For more information, please visit Accessibility Checkers. 

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Quick Reference / Checklist 

 

Task	Done?
Use built-in slide layouts	☐
Add slide titles	☐
Add alt text to images	☐
Verify reading order	☐
Use readable fonts and text sizes	☐
Ensure sufficient color contrast	☐
Avoid excessive animations	☐
Run Accessibility Checker	☐