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 Heading link
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
- Instead of “Click Here,” use descriptive links like “Learn more about accessibility guidelines.”
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.
PowerPoint Accessibility Tips Heading link
Use PowerPoint Templates and Built-in Slides
- These are built with accessibility in mind and are simple to edit and customize.
- They offer design options too.
Check Reading Order / Header Structure
- Make sure your slide elements are in the order you want attendees to read them.
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.
Use Meaningful Links
- 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.”
Font
- Use sans serif fonts. These fonts shouldn’t have small lines or strokes attached to the end of larger strokes. Helvetica, Arial, Verdana, Calibri, and Antique Olive are good examples.
- PowerPoints should use a 14-point or bigger font size. For text that need emphasis, use bold, underlines, and “quotation marks” instead of italics.
- Do not use italics or shadows on text.
- Don’t overcrowd a slide with too much text.
Color
- High contrast is required for font and background colors: light font on a dark background or dark font on a light background.
- Please do not use gray since it is the least accessible color for participants with visual impairments.
- Please use the tool called Color Contrast Checker on WebAim. It checks the color contrast ratio between foreground and background.
Audio/Images
- All images related to presentations should have alt text provided. The alt text should briefly describe the image used as it relates to the context of the presentation.
- All videos shared during the presentation must have closed captions.
- Before their session, presenters should confirm they have a quality internet connection and clear, consistent audio and video.
- 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.
- 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.
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.
Additional Resources
For more guidance on accessibility, check out the following resources:
PowerPoint Accessibility Checker Heading link
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: