PowerPoint

Microsoft PowerPoint at UIC

PowerPoint is the most accessible, widely available presentation software and is the recommended format for presentations in classrooms and university events. Using presentations created in Canva or other inaccessible platforms is not recommended for university environments.

Creating Accessible PowerPoint

Making a PowerPoint presentation accessible ensures that all audience members, including those with disabilities, can engage with and understand the content. Below are the key elements of an accessible PowerPoint:

1. Use a Clear and Simple Layout

  • Use built-in slide layouts from PowerPoint’s template options.
  • Maintain a consistent structure throughout the slides.
  • Avoid clutter and excessive text.

2. Ensure Readable Text

  • Use sans-serif fonts like Arial, Calibri, or Verdana.
  • Font size should be at least 24pt for body text and 32pt for headings.
  • Use high-contrast colors (e.g., dark text on a light background or vice versa).
  • Avoid using color alone to convey meaning—add labels or patterns.

3. Provide Alternative Text for Images

  • Add alt text to images, charts, and diagrams so screen readers can describe them.
  • Keep alt text concise but descriptive.

4. Use Meaningful Hyperlinks

  • Link text should be concise but descriptive enough to inform users the purpose and destination of the link.
  • Avoid using generic link text and phrases like “click here” or “learn more” and use descriptive links like “Learn more about accessibility.”

5. Enable Slide Titles

  • Every slide should have a unique and clear title for easy navigation by screen readers.

6. Ensure Proper Reading Order

  • Use the “Selection Pane” (Home > Arrange > Selection Pane) to adjust the reading order for screen readers.
  • Ensure content is read in a logical sequence.

7. Provide Captions for Audio and Video

  • Include closed captions for videos.
  • If audio is necessary, provide a transcript.

8. Avoid Using Only Visual Cues

  • If using color to differentiate data in charts, also use labels or patterns.
  • Don’t rely solely on animations or transitions to convey meaning.

9. Use Accessible Tables

  • Avoid merged cells and keep table structures simple.
  • Add header rows to tables for clarity.

10. Use Lists

  • Bulleted and numbered lists make slide content much more accessible to consume and understand.
  • Use bulleted lists if the order of your list items doesn’t matter.
  • Use numbers if order is important.

11. Limit Flashing and Animation

  • Moving or blinking must be 5 seconds or less.
  • Flashes must be three times or less in one second. Avoid using the red flashing color. Other colors are acceptable.
  • If using loud music or flashing images or text, gifs, video, or lights, please announce this at the beginning of your presentation for participants with sensory issues.

PowerPoint Accessibility Checker

Run the Accessibility Checker

  • PowerPoint has a built-in, easy-to-use accessibility checker! Run this as you work on your presentation, follow their suggestions, and you’ll be well on your way to creating an accessible experience for your attendees.
  • To access PowerPoint’s built-in Accessibility Checker go to Review > Check Accessibility to find and fix issues.

Additional Resources

For more guidance on accessibility, check out the following resources:

PowerPoint Accessibility Guides

Digital Accessibility Training