Accessibility Checklists for PowerPoint

Quick checklist for PowerPoint

Document Info

• Ensure the title, author, language, and keywords are filled out.

Check Accessibility 

• Use the Accessibility Checker to find and fix issues like missing alt text, incorrect headings, or low color contrast.

Reading Order 

• Ensure the Reading Order is in logical order. You can verify and adjust the reading order in the Selection Pane.

Alt Text 

• Add clear and meaningful alt text to all images.

Color and Contrast 

• Use colors with good contrast, and don’t rely on color alone to share information.

Links 

• Write link text that clearly explains where the link goes.

Tables 

• Keep tables simple and mark headers for screen readers.

Keyboard Friendly 

• Make sure tables can be navigated with just the keyboard.

Screen Reader Test

• Test the presentation with a screen reader to make sure it’s easy to navigate.

Set Language and Title


• Make sure the document's language and title are set in the file properties. The title should describe the document and not be confused with the file name or main heading.

Add Metadata


• Include information like the author’s name, subject, keywords, and a short description. Metadata helps users organize and find files easily.

Give each slide a unique title

• Slides in PowerPoint need a unique title to make navigating the presentation easier. The title name should indicate what information is being covered on that slide.  

Utilize pre-set slide layouts

• PowerPoint’s pre-set slide layouts are designed with formatting, color schemes, and reading orders that are optimized for screen readers. By utilizing these layouts, you avoid the need to design each slide, which minimizes the risk of accessibility issues.  

Apply styles to ordered and unordered lists  

• Avoid manually creating lists using numbers, symbols, and tabbing. Apply pre-set list styles for both bulleted and numbered lists.  
• Select an appropriate font  
• Avoid decorative fonts like script fonts, serif fonts, WingDings, etc.; they are not easy for all users to read. Opt for easy-to-read fonts like Helvetica, Arial, Verdana, Calibri, and Futura instead.

Select appropriate font sizes  

• Regular body text should be at least 12 pt. Slide presentation text (PowerPoint, Keynote, etc.) should be at least 20 pt.  

Add alternative text for simple images

All images should be assigned concise, specific alternative text that conveys the same information to a user that an image would. This text should be limited to a sentence or two.

• Mark all non-essential images as “null,” “n/a,” or “decorative.”  

Add descriptive text for complex images, including charts, graphs, infographics, cartoons, etc.

• Complex images require more complex alternative text. For each complex image, include the following: a caption, a piece of alternative text that directs users to where the long descriptions can be found, and the long description.  

Avoid using Smart Art

• Smart Art is not directly accessible for users with assistive technology, as it exists on a drawing layer unavailable to most screen readers.  

Avoid using text boxes  

• Text boxes are not recognized by most screen readers, as they exist on a separate drawing layer. To achieve the visual effect of a text box, you may create a bordered paragraph.  

Ensure adequate color contrast between text and background and/ or within graphs and diagrams  

• Text, diagrams, charts, and other meaningful content should have a contrast ratio of 4.5:1.  
• Large sized text should have a contrast ratio of at least 3:1. Large sized text consists of an 18+ pt font or a 14+ pt bolded font.  

Check that color alone does not convey meaning

Color is not sufficient on its own to convey meaning. Information conveyed by color needs another visual cue besides color to be evident (italics, bold, larger font size, etc.)  

• Embed the meaning of the emphasis in the language itself. For example, “Important note: I cannot accept late work, so all work must be complete on time.”

Create tables with accessibility in mind

• Build all tables in the original document. Avoid drawing, importing, or inserting tables as an image file.
• Use tables for data only, not for layout purposes.
• Use a simple table structure with a clearly marked header row and first column.  
• Avoid using blank, merged, and split cells. These can create issues for screen reader users, who may not be able to navigate the table in a logical reading order.  

Provide meaningful text descriptions for links  

• Link text should be descriptive and convey relevant information about the destination of the URL. Screen reader users navigate documents by tabbing through links or bringing up a links list. This removes the links from the context of the surrounding text, making descriptive link text necessary for navigation purposes.  

Ensure all video files have closed captions

• All videos must have accurate synchronized captions and/or transcripts.  

Ensure all audio files have a text transcript

• All audio files (podcasts, music tracks, etc.) must have accurate captions and/or transcripts.  

Limit animations and effects

• Animations and effects can be distracting for individuals of all abilities. Moreover, animations and effects may cause confusion and issues in navigation for screen reader users. Screen readers are constantly having to refresh to keep up with the animations and effects, which can extend the time needed to attain information on a slide.  

Group objects together

• Grouping objects together can help screen reader users understand the relationship between images on a slide.  
• Grouping objects reduces the number of objects needed to be ordered in the Reading Pane Order.  

Delete empty elements

• If elements are left empty but not deleted, screen readers will detect these elements and read them as “empty.” This may overwhelm or annoy screen reader users.  

Avoid placing vital information in headers and footers

• Assistive technology does not automatically read information included in headers and footers. If you choose to place vital information in headers and footers, ensure you duplicate any vital information in the body of the document.  

Test your document for accessibility using the Accessibility Checker

• Run the Accessibility Checker on your completed document to test for accessibility issues. Address any warnings or errors in your document.

Avoid exporting PowerPoint presentations to a PDF

• Exporting a PowerPoint to a PDF will strip the PowerPoint of its accessibility features. It is best to upload and share PowerPoint presentations in their original source format. If security or notes are a concern, you may share different versions of your PowerPoint.