Creating Accessible PowerPoints

This article provides instructions on how to create PowerPoints that are accessible at Idaho State University (ISU).

• Templates and Themes
• Slide Layouts
• Slide Reading Order
• Alternative Text for Images
• Links
• Font Format and Color
• Unique Slide Titles
• Test Accessibility
• Saving as a PDF
• Additional Resources

The first step in creating a PowerPoint presentation is choosing a slide theme or template. Be sure to choose a theme with good contrast and with simple backgrounds as some templates have low contrast between slide text and the slide background and a few may also have busy backgrounds that can make text even more difficult to read. If the presentation will be viewed on a projector, the contrast and readability may need to be even more pronounced.

The most important part of PowerPoint accessibility is the use of slide "layouts". Used correctly, these will ensure information on the slides have the correct heading structure and reading order. Most slide layouts include a slide "title", usually at the top of the slide. They also typically contain one or more "placeholder" areas where you can add content like lists, images, and tables to each slide. The title will be presented as a heading to screen reader users and will be the first thing read on each slide which makes it easier to navigate the presentation.

• Although you can change the layout of a slide at any time, it is usually easiest to choose your layout when creating a new slide. To select a slide layout while creating a new slide, select the arrow next to New Slide on the Ribbon. A menu will drop down with all the available slide layouts.
• To change the layout of an existing slide: 1) Select the slide you would like to change. 2) One the Home tab, select Layout. 3) Choose the desired layout from the dropdown. The new layout will be applied to the selected slide and PowerPoint will try to move the slide contents to the correct place in the new layout. Note: If you apply a layout to a slide that wasn't structured correctly in the first place (e.g. pictures and text boxes added to a blank slide), it may take some work like cutting, pasting, and deleting unnecessary boxes to apply the correct layout - this is why it is important to use a layout as you are building the slides.

Although it is best to use slide layouts when possible, there may be times when you need to add content to a slide when it would be impractical to create a new slide layout. By default, a screen reader will read the slide title first, followed by other content in elements defined in the slide layout. Then it will read additional content on the slide in the order it was added to the slide.

• You can check or change the reading order by selecting Home > Arrange > Selection Pane. The Selection Pane will appear in the right-hand sidebar.
• The Pane will show every object on the slide. Highlighting an object in the pane will also highlight it in the slide. At first this may seem logical, but it helps to think of these objects as layers on a slide.
• To reorder an item in the pane, click and drag to the proper location in the order. 

All images on slides need to have alternative text or be marked as decorative. The image file name may be automatically added as the alternative text which does not provide an accurate description of the image. To add alternative text, right-click on the image and select Edit Alt text then enter appropriate alternative text in the field that appears in the Alt Text Sidebar. If the image is decorative, leave the field blank and check Mark as decorative.

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In general, avoid using table if possible and present the data another way, like paragraphs with headings. Tables with fixed width might prove difficult for people to use because such tables force the content to a specific size. If you have to use tables, use the following guidelines to make sure your table is as accessible as possible:

• Avoid fixed table widths.
• Make sure the tables render properly on all devices, including phones and tablets.
• If you have hyperlinks in the table, edit the link text so they make sense and don't break mid-sentence.
• Use table headers.
  • Click inside the table. The Table Tools options should become visible and the Design tab should be open.
  • If the top row of the table contains headers for each column, make sure the Header Row checkbox is checked.
  • If the first column of the table contains headers for each row, check the First Column checkbox.
  • In the Table Styles selection, select a style where the table headers are clearly identified visually. Make sure the style has good contrast.

PowerPoint automatically creates a link when a user pastes a full URL onto a slide and presses Enter or Space. However, 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," etc. 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. To change the link text:

1. Right-click the link and select Edit Hyperlink.
2. Click in the Text to Display field at the top of the dialog and enter descriptive link text.
3. Select OK to save.

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• To change the font for a single paragraph or phrase, select the text that you want to change. On the Home tab, in the Font group, select a font in the Font list.
• To change the font for all the text in a placeholder, either select all the text in the placeholder, or click the placeholder. On the Home tab, in the Font group, select a font in the Font list.
• To change the fonts throughout the entire presentation:
  • On the View tab, in the Master Views group, select Slide Master.
  • In the left pane that contains the slide masters and layouts, select the slide master thumbnail or layout that contains the font that you want to change.
  • On the slide master or layout, click the title text or the level of body text that you want to apply a new font style to.
  • On the Slide Master tab, in the Background group, select Fonts and then select a font from the list. Repeat the steps for any other fonts you want to change.
  • When finished, select the Slide Master tab, then choose Close Master View to return to Normal view.
• You can also use the Replace Font option to change a font throughout the presentation.
  • On the Home tab, in the Editing group, select Replace and then select Replace Fonts.
  • In the Replace Font dialog box, in the Replace field, select the font you want to replace.
  • In the With field, select the font that you want to use, select Replace, and then select Close.

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People using screen reader technology rely on slide titles to navigate the presentation. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want to access. See Microsoft's Title a Slide for more information.

PowerPoint has a built-in accessibility checker. To use the accessibility checker:

1. Select File from the Ribbon.
2. Select Info from the left-side menu.
3. Select Check for Issues > Check Accessibility.
4. The Accessibility pane will open to the right of the presentation slides where you will see a list of errors and warnings with how-to-fix recommendations for each.
5. To address the issue, select the down arrow button next to it and open the Recommended Actions list.
6. To apply a fix, select an action from the Recommended Actions list. To view more options, select the right arrow button next to the action (if available).
7. Go through and resolve each issue under Warnings and Errors.

For more information see, Microsoft's Rules for the Accessibility Checker and Improve accessibility with the Accessibility Checker.

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• Microsoft: Make your PowerPoint presentations accessible to people with disabilities
• WebAIM: PowerPoint Accessibility
• ISU Disability Services Document Remediation Services
• ISU Disability Services