Overview
This article is for university faculty, staff, and students who want to create and share accessible PowerPoint presentations. It explains why PowerPoint is a good format, provides best practices, and offers how-to documentation to help PowerPoint presentations meet digital accessibility standards.
Making PowerPoints Accessible
It is required that all digital content meet digital accessibility standards. Microsoft PowerPoint is the recommended tool to create internal slide decks and presentations shared within the university. PowerPoint presentations are generally more accessible, easier to update, and better for collaboration than other tools. PowerPoint includes accessibility tools such as heading styles, alt text, an accessibility checker, and more. PowerPoint also includes settings to restrict permissions or share files as view-only. All students, faculty, and staff have access to Microsoft 365 tools through the university’s license.
Best Practices
To help make PowerPoint presentations accessible, follow these best practices from the Microsoft PowerPoint Accessibility Quick Card by the Minnesota IT Services Office of Accessibility. Note: It's recommended to use the desktop version of PowerPoint for access to all accessibility features.
Quick Summary:
- Are all slide titles unique and descriptive? Each slide should have a clear, unique title to help users understand the content and flow of the presentation.
- Is the font size large enough to be read easily? Use a minimum of 24-point font for body text and 32-point or larger for headings.
- Do all images, charts, and graphs have appropriate alternative text? Add alternative text for images, charts, and other visuals so the content can be understood without the visuals.
- Is there enough color contrast? Ensure text and background colors have sufficient contrast, such as dark text on a light background, to improve readability for all users. Do not rely on color combinations that may be difficult to distinguish, such as red and green.
- Have you avoided using color alone to convey meaning? Color should not be the only way to communicate information. Include labels, text, or other cues so the meaning is available to people who are blind, have low vision, or are colorblind.
- Are hyperlinks written with descriptive text? Instead of listing the full URL or using phrases like "Click here," use descriptive text, such as "Visit Bemidji State University’s website," so users know where the link goes.
- Have you minimized animations and transitions? Avoid distracting animations or flashing effects. Use simple transitions only when they support understanding.
- Did you use built-in slide layouts or accessible templates? Built-in slide layouts help maintain a logical structure for screen readers and keyboard navigation. Avoid manually placing text boxes or other elements in ways that may disrupt the reading order.
- Is the reading order correct on each slide? Check that slide content is read in a logical order by screen readers.
- Did you run the Accessibility Checker? Before finishing, run the Accessibility Checker from the Review tab and address any errors it identifies.
Training
More Resources
Restrict Changes to Your PowerPoints