Create accessible presentations in PowerPoint

Version 1.3 | March 2024

Slide Master

As much as possible, format your slides using the Slide Master tab. To open this tab, select:

1. View tab
2. Master Views group (if necessary)
3. Slide Master.

When existing slide layouts do not meet your needs, add a new layout. Select the Insert Layout, then add Content placeholders as needed with the Insert Placeholder.

Avoid adding content from the Insert tab.

Pasting text

When pasting content from another source:

1. place cursor in desired location
2. press Shift + F10 (or right-click)
3. press T (or under Paste options, select Keep Text Only).

To insert a layout from the Slide Master tab, select:

1. Edit Master group (if necessary)
2. Insert Layout.

To add a placeholder from the Slide Master tab, select:

1. Master Layout group (if necessary)
2. Insert Placeholder menu
3. Specify your placeholder type.

Warning: Every slide layout must include a Title placeholder and content placeholder. Do not use the slide number placeholders. To add slide numbers, select Slide Master tab, then a Slide layout. Select Insert tab > Text Box. Type "Slide ". Select Insert tab > Text group > Slide Number. Type "of" and then the total number of slides. Copy this text box to the slide layouts in your presentation. It's best to add the slide numbers after finalizing your presentation.

Slide titles

Every slide must have a unique slide title. If content continues onto the next slide, add “(1 of 2)” to the end of the title.

Fonts and sizing

Use sans serif fonts (such as Arial) instead of serif fonts (such as Times New Roman). Title font size of 24 pt or greater and body font size of 18 pt or greater.

Formatting text

Use left alignment for your text content. Avoid using justified text.

To increase spacing between lines of text use the Paragraph dialogue box’s Before, After and Line Spacing fields. Do not press the Enter key to add extra spacing.

Links

Always use meaningful link text so your reader knows where the link takes them like “Shared Services Canada”; instead of “Click here”. Printed PowerPoint presentations must also display the URL.

Images

All images require descriptive alternative text (Alt Text). It must convey the meaning of the image. If an image is decorative, type “Decorative”.

To access the Alt Text panel:

1. select the image
2. press Shift + F10 (or right-click)
3. select View Alt Text.

Complex images (like graphs and charts) require an alternative text and a long description containing all the image information, such as data and trends.

Things to avoid::

• images of text;
• SmartArt;
• grouped objects.

Tables

• Use tables for data only.
• Define all tables. Select Table Design tab > Table Style Options group (if necessary) > Check all relevant options. Header Row is mandatory.

Things to avoid:

• the Draw Table tool
• screenshots or an image of a table
• merged or split cells
• nested tables
• empty cells
• non-text objects into cells.

Media

For audio content:

1. transcriptions are mandatory
2. subtitles are optional
3. audio descriptions are optional.

For video content:

1. subtitles are mandatory
2. audio descriptions are mandatory if some of the information is visual only
3. transcriptions are mandatory if videos include interactive elements.

Avoid using interactive elements, animations and other visual effects.

Colour and contrast

When adding colours to a presentation, stick to the Automatic colour and Theme Accent colours. Users can easily reduce barriers by applying custom colours that meet their needs (using Design tab > Variants group).

Make sure there is sufficient contrast between the text and the background. Information must be conveyed using more than colour alone. For example, add a border or a different shape.

Things to avoid:

• background images
• placing text on top of an image.

Reading order

Reading order is the natural order your eyes would follow when looking at a slide. Make sure the reading order of each slide is correct by clicking just outside the slide, then using the Tab key to cycle through the content. This shows what the current order your content is in.

Correct reading order issues in the Reading Order pane or in the Selection pane (for Office versions older than 365).

Languages

Specify the proofing language for each slide. Select:

1. all slide objects (press Ctrl + A)
2. Review tab
3. Language group (if necessary)
4. Language menu
5. Set proofing language.

Avoid creating bilingual documents, as this reduces their accessibility.

Accessibility check

To run the accessibility checker, select:

1. Review tab
2. Accessibility group
3. Check accessibility.
4. Check the Keep accessibility checker running while I work option.

The accessibility checker is a great start, but it won’t catch every single issue.

Presenting

When presenting, describe any important visual elements shown on each slide.

PowerPoint to PDF

Note: Most PDF files are not accessible. When possible, share the PowerPoint presentation. If you must create a PDF version of your presentation:

1. Press Alt, F, E, A or select File tab > Export menu > Create PDF/XPS Document submenu > Create PDF/XPS.
2. In the Publish as PDF or XPS dialogue box, select Options button.
3. In the Options dialogue box, check all boxes under Include non-printing information.
4. Press OK.
5. select Publish.

Page details

Date modified:

2024-12-20