How to Create Accessible PowerPoint Presentations

This guide provides step-by-step instructions and best practices for creating Microsoft PowerPoint presentations that are accessible to all users, including those using assistive technologies.

Use the steps below to create PowerPoint presentations that are easier to read, navigate, and present.

If you are unsure what settings or information are required, review the Creating Accessible Digital Content article for detailed explanations and best practices.   

PowerPoint Accessibility Quick Checklist

• Uses built-in slide layouts
• Every slide has a unique title
• Text is readable and not overcrowded
• Images and graphics have alt text or are marked decorative
• Tables are simple and used only for data.
• Charts include clear labels
• Links use descriptive text
• Text color contrast is clear
• Captions are enabled
• Reading order is correct on each slide
• Presentation passes the Accessibility Checker 

Note: This article uses screenshots to demonstrate instructions. There may be occasional differences in the menu options between software versions and/or Windows and Mac versions.

Create Accessible PowerPoint Presentations

Use built-in slide layouts

Use PowerPoint’s built-in layouts instead of placing every text box and object manually. Built-in layouts help keep content structured and improve navigation for assistive technology.

1. Select the slide.
2. Go to Home.
3. Select Layout.
   
   
    
4. Choose a layout that fits your content.
5. Add your content into the built-in placeholders.

Give every slide a title

Each slide should have a unique title.

1. Select the slide.
2. Click the title placeholder.
   
   
    
3. Type a clear slide title.
4. Repeat for every slide in the presentation.

If a slide does not already have a title box, use a slide layout that includes one or add a title through the Check Accessibility tool.

Use simple text formatting

Keep text easy to read by following these guidelines:

• Use short slide titles.
• Use simple bullet lists.
• Keep font sizes readable.
• Use easy-to-read fonts.
• Avoid putting too much text on one slide.
• Make sure text stands out from the background and do not rely on color alone to show meaning.
  
  

Add Alt Text to images and graphics

Add alt text to images, charts, shapes, SmartArt, and other visual objects.

1. Select the image or object.
2. Right-click to open the setting menu.
   
   
    

3.  Select View Alt Text or Edit Alt Text.
4. Enter a short description in the Alt Text pane. 
   
    

Create accessible tables

Use tables only for data, not for positioning content on a slide.

1. Insert the table.
2. Add clear column headings in the first row.
   
   

Keep the table simple. Avoid split or merged cells when possible, as simple tables are easier to read with assistive technology.

Make charts easier to understand

If you use charts, make the data clear:

• Add a clear chart title.
• Label chart elements clearly.
• Add alt text to the chart.
  
  
   
• Show data labels when needed.
• Make sure color is not the only way information is shown.
  
  

Use descriptive link text

Make hyperlink text clear and specific. Descriptive link text makes slide content easier to understand when read out of context.

1. Select the text you want to turn into a link.
2. Insert the hyperlink.
3. Use text that describes the destination. Avoid vague link text such as "Click here."
   
   

Use sufficient color contrast

• Make text and objects easy to distinguish from the background.
• Use dark text on a light background or light text on a dark background.
• Avoid low-contrast color combinations and do not use color alone to indicate status or importance. 
  
  

Use the PowerPoint accessibility review to check color and contrast.

Check the reading order on each slide

PowerPoint reads slide content in a set order. Check that the order matches the way someone should read the slide using the Reading Order pane.

1. Open the presentation.
2. Go to Review.
3. Select Check Accessibility.
4. Open the Reading Order Pane.
   
   
    
5. Review the list of objects and reorder items as needed so they are read in a logical order.

Run the Accessibility Checker

Check the presentation before sharing it or review presentations you have already created.

1. Go to Review.
2. Select Check Accessibility. 
   
   
    
3. A checkmark in a section indicates it has passed the review.
   
   
   
   Otherwise, select each issue in the results pane to view the suggested fix.