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Accessible PowerPoint Presentations

Create inclusive slides that work for everyone.

Why accessible slides matter

Presentations are used everywhere—classrooms, meetings, conferences, and online courses. When slides aren't accessible, people who use screen readers, have low vision, or process information differently can miss key content.

Download the PowerPoint Quick Reference Card for a printable checklist.

Accessibility checklist

Structure & Layout

  • check_box_outline_blank Use built-in slide layouts (don't create from blank)
  • check_box_outline_blank Every slide has a unique title
  • check_box_outline_blank Reading order is logical (check in Selection Pane)
  • check_box_outline_blank Use bullet lists, not manual line breaks

Text & Fonts

  • check_box_outline_blank Minimum 24pt for body text, 32pt+ for titles
  • check_box_outline_blank Sans-serif fonts (Arial, Calibri, Verdana)
  • check_box_outline_blank Sufficient color contrast (4.5:1 for normal text)
  • check_box_outline_blank Don't use color alone to convey meaning

Images & Media

  • check_box_outline_blank Alt text on all meaningful images
  • check_box_outline_blank Mark decorative images as decorative
  • check_box_outline_blank Videos have captions
  • check_box_outline_blank Audio has transcripts or is described

Tables & Charts

  • check_box_outline_blank Tables have header rows defined
  • check_box_outline_blank Simple tables only (avoid merged cells)
  • check_box_outline_blank Charts have alt text describing the trend/data

Links & Navigation

  • check_box_outline_blank Hyperlinks have descriptive text (not "click here")
  • check_box_outline_blank Slide numbers are included

Step-by-step guides

 

  1. Right-click the image
  2. Select Edit Alt Text
  3. Write a concise description of what the image conveys
  4. Or check Mark as decorative if purely visual

  1. Go to Home tab
  2. Click Arrange → Selection Pane
  3. Items are read bottom-to-top
  4. Drag items to reorder if needed

  1. Use layouts that include a title placeholder
  2. If hiding the title, use the Outline View to add one
  3. Each title should be unique and descriptive

  1. Go to Review tab
  2. Click Check Accessibility
  3. Fix errors first, then warnings
  4. Click each issue for instructions

UA accessible templates

Start with these pre-built accessible templates:

Exporting accessible files

Export to PDF

  1. Run Accessibility Checker first and fix issues
  2. Go to File → Export → Create PDF/XPS
  3. Click Options
  4. Check Document structure tags for accessibility
  5. Save the file

Note: Always test the PDF with a screen reader or Adobe Acrobat's accessibility checker.

Additional resources