4 minute read

How to make an accessible PowerPoint

Accessibility in PowerPoint presentations matters because it ensures everyone can follow along and understand your content.

Whether someone uses a screen reader, has trouble with small text, or gets overwhelmed by cluttered slides, good design keeps everyone included. Smart choices make your presentations accessible, your message reaches everyone, and no one gets left out.

Use readable fonts and text sizes

Use fonts like Arial or Calibri. Ensure the font size is at least 18 points.

  • Keyboard Shortcut:
    • PC: Press Ctrl + D to duplicate a text box for consistent styling.
    • Mac: Press Command + D to duplicate a text box.

Pick high-contrast colors

Make sure that the slide can be easily read on the devices that you are presenting on.

  • Select a slide background color and text color that are visually distinct.
  • Avoid busy backgrounds or faint text.
  • Mouse:
    • Right-click on the slide, select Format Background, and choose solid colors.
    • Go to the Design tab, then Colors, and pick a pre-designed high-contrast theme.
  • Keyboard Shortcut:
    • PC/Mac: Use Alt + G + T (Windows) or Option + G + T (Mac) to open the themes menu.

Add alt text to images

Alt text tells a screen reader what is in the images give it a suitable description. 

  • Mouse:
  • Right-click an image or graphic, select Alt Text, and describe the image in the box that appears. Keep it simple (e.g., “A flock of birds flying in the sky”).
  • Keyboard Shortcut:
    • PC: Select the image and press Alt + JP (Picture Format tab), then T for Alt Text.
    • Mac: Select the image and press Option + Command + T to open the Alt Text pane.

Keep animations simple

  • Mouse:
    • Go to the Animations tab and choose minimal effects like Fade. Avoid excessive animations or sounds.
    • Remove animations by selecting the object and clicking None in the Animations pane.
  • Keyboard Shortcut:
    • PC: Alt + A to open the Animations tab.
    • Mac: Control + Option + A to navigate to the Animations tab.

Use headings and slide titles

Give every slide has a unique, clear title. Use the built-in title placeholders for accessibility tools to recognize them.

  • Mouse:
  • Go to the Home tab and select Title Slide for consistency.
  • Keyboard Shortcut:
    • PC: Press Ctrl + Enter to move to the title box.
    • Mac: Press Command + Enter to do the same.

Ensure slides are screen reader-friendly

Avoid using images or shapes as the only way to convey information. Write all important details in text as well.

  • To reorder slide elements: Go to the Home tab, click Arrange, and choose Selection Pane to organize reading order.
  • Keyboard Shortcut:
    • PC: Press Alt + H + A + P to open the Selection Pane.
    • Mac: Use Control + Option + R to open the Selection Pane.

Check accessibility with PowerPoint’s built-in tool

  • Instructions:
    • Go to the Review tab and select Check Accessibility. Follow any suggestions to improve your slides.
    • The accessibility checker will highlight issues like missing Alt Text or hard-to-read colors.
  • Keyboard Shortcut:
    • PC: Press Alt + R + A to open the Accessibility Checker.
    • Mac: Press Option + Command + R + A to do the same.

Setting the reading order 

On PC

  • Open the slide where you want to adjust the reading order.
  • Open the Selection Pane:
    • Keyboard Shortcut: Press Alt + H, then S, and then P.
    • Mouse: Go to the Home tab, click Arrange, and select Selection Pane from the dropdown.
  • The Selection Pane will appear on the right. Objects on the slide are listed top-to-bottom in the pane, but read bottom-to-top by screen readers.
  • Rearrange the reading order:
    • Keyboard Shortcut:
      • Use the Tab key to navigate through objects.
      • Use the Up Arrow or Down Arrow while holding Ctrl to move objects in the list.
    • Mouse: Drag objects up or down in the list.
  • Save your changes and close the Selection Pane if needed.

On Mac

  • Open the slide where you want to adjust the reading order.
  • Open the Selection Pane:
    • Keyboard Shortcut: Press Option + Command + 1.
    • Mouse: Go to the Arrange tab and select Selection Pane.
  • The Selection Pane will appear on the right. Objects are read bottom-to-top as listed.
  • Adjust the reading order:
    • Keyboard Shortcut:
      • Use the Tab key to navigate through objects.
      • Use the Command key along with the Up Arrow or Down Arrow to reorder objects.
    • Mouse: Drag items up or down in the list.
  • Test your changes and close the Selection Pane.

Additional tips

  • Use Tab on your keyboard to step through items on the slide to verify the focus order.
  • Grouping objects can simplify the reading order but ensure the group is positioned correctly in the list.
Previous articleNext article
Back to top