How to Create Accessible PowerPoint Presentations (PPTs)

PowerPoint presentations are widely used in schools, workplaces, and events. But not everyone experiences slides the same way. People with visual, hearing, motor, or cognitive disabilities may struggle if presentations are not designed with accessibility in mind.

In this guide, you will learn how to create accessible PowerPoint presentations (PPTs) step by step. We will cover templates, fonts, slide titles, images, alt text, links, tables, videos, saving formats, and final accessibility checks.

Step 1: Use an accessible presentation template

An accessible template helps you start with the right design. It ensures proper color contrast and fonts. These templates are also built so that screen readers can read slide content more easily.

How to do it

• Select File > New.
• In the search box, type accessible templates and press Enter.
• From the results, choose a suitable template.
• In the preview window, select Create.

Best practices

• Choose templates with simple layouts.
• Avoid heavy design elements that distract from content.
• Stick to the built-in fonts and color themes.
• Check color contrast using a free color contrast checker

Step 2: Use accessible font formatting

Font style affects readability. Clear and simple fonts reduce reading strain. They also support people with low vision or cognitive disabilities.

For a deeper understanding, you can refer to our detailed guide on accessible fonts.

How to do it

• Select the text you want to format.
• Go to the Home tab.
• Open the Font drop-down menu.
• Choose accessible fonts like Arial, Verdana, Roboto, or Helvetica.

Best practices

• Avoid using all capital letters.
• Limit italics and underlined text.
• Use consistent fonts across slides.

Step 3: Add a unique title to every slide

Slide titles create structure in your presentation. Screen reader users use titles to move between slides. Without titles, navigation becomes confusing.

Each slide should have one clear and unique title.

How to do it

• Use the built-in Title placeholder on each slide.
• Click inside the title box and enter a clear heading.
• Make sure every slide has a different title.
• If you do not want the title visible, keep it in the slide.
• Open Home > Arrange > Selection Pane to hide it if needed.

Best practices

• Keep titles short and descriptive.
• Summarize the main idea of the slide.
• Do not leave slides untitled.
• Avoid using the same title on multiple slides.

Step 4: Use built-in layouts to add content

Using built-in slide layouts keeps your presentation structured. It helps screen readers understand the order of content.

Manually adding text boxes can break accessibility.

How to do it

• Select the slide.
• Go to the Home tab.
• Click Layout.
• Choose a layout that fits your content.
• Add text inside the provided placeholders.
• Use Insert > Pictures, Insert > Icons, or Insert > Chart to add visuals.

Best practices

• Do not draw random text boxes for layout design.
• Place images inside content placeholders when possible.
• Avoid stacking too many elements on one slide.
• Keep slide structure clean and consistent.

Step 5: Add alt text to images and visual elements

Alt text describes visuals for people who use screen readers. Without it, important information in images, icons, or charts may be missed.

Every meaningful visual element should include alt text.

How to do it

• Select the image, icon, chart, or graphic.
• Right-click and choose Edit Alt Text.
• In the Alt Text pane, write a short description.
• If the image is only decorative, select Mark as decorative.

Best practices

• Describe the purpose of the image, not every small detail.
• Keep the description clear and concise.
• Do not write “image of” or “picture of.”
• For charts, summarize the key insight.
• Mark background visuals as decorative when appropriate.

Step 6: Use meaningful and clearly identifiable hyperlinks

Screen reader users often browse links separately. If a link says “click here,” it gives no context. Clear link text helps everyone understand where the link leads.

Links should also be easy to identify visually.

How to do it

• Select the text you want to link.
• Go to Insert > Link or right-click and choose Link.
• Enter the URL.
• Keep the default underline style for hyperlinks.
• If you change the link color, ensure a strong contrast with the background.

Best practices

• Avoid vague phrases like “click here” or “read more.”
• Write link text that makes sense on its own.
• Keep hyperlinks underlined so they are easy to identify.
• Do not rely on color alone to show that text is a link.

Step 8: Use tables only when absolutely necessary

Tables can cause accessibility issues if not designed properly. Fixed-width tables may shrink text and force scrolling. Merged, split, or nested cells can confuse screen readers and break navigation. If possible, present information using paragraphs with headings instead of tables.

If you have to use tables, follow these guidelines:

How to do it

• Before inserting a table, check if the content can be shown as a list with headings.
• If a table is necessary, go to Insert > Table.
• Choose a simple row and column structure.
• Place the cursor inside the table.
• Go to the Table Design tab.
• Select Header Row in Table Style Options.
• Enter clear column headings.

Best practices

• Avoid fixed-width tables.
• Do not merge, split, or nest cells.
• Keep the structure simple and predictable.
• Make sure the table works well on phones and tablets.
• Check that users do not need to scroll horizontally.
• Ensure hyperlink text inside tables is descriptive.
• Avoid leaving blank cells when possible.
• Use tables only for data, not layout design.

Step 9: Add captions, audio descriptions, and text alternatives to videos

Videos should include captions and text alternatives so everyone can understand the content. People who are deaf or hard of hearing rely on captions, while people who are blind or have low vision may need audio descriptions or transcripts.

How to do it

• Go to Insert > Video to add a video.
• Ensure the video includes closed captions or subtitles.
• If you are using PowerPoint for Windows, you can insert captions stored in a separate file.
• For macOS or mobile versions, captions must be embedded into the video before inserting.
• Include an alternative audio track with video descriptions if needed.
• Test the video to confirm captions display correctly.

Best practices

• Ensure videos with dialogue include accurate captions or subtitles.
• Provide audio descriptions if important visuals are not explained in the audio.
• Captions and alternative audio tracks are not preserved if you use Compress Media or export the presentation as a video.
• Use Save Media As if you need to preserve embedded captions and audio tracks.
• Always test playback before sharing the presentation.

Step 10: Check the reading order of slide elements

Screen readers read slide content in a specific order. If the order is incorrect, the content may sound confusing or out of place.

This issue often happens after adding images, icons, or shapes.

How to do it

• Finish designing your slide first.
• Go to the Home tab.
• Select Arrange > Selection Pane.
• In the Selection Pane, review the list of objects.
• Items are read from bottom to top.
• Drag and reorder items if needed.

Best practices

• Check the reading order after completing each slide.
• Use built-in layouts to reduce errors.
• Keep content arranged from top to bottom.
• Recheck if you insert new elements later.

Step 11: Run the accessibility checker

The Accessibility Checker helps you identify issues you may have missed. It reviews your slides for common accessibility problems.

Always run it after completing your presentation.

How to do it

• Go to the Review tab.
• Select Check Accessibility.
• Review the errors, warnings, and tips shown in the pane.
• Select each issue to see how to fix it.
• Make the necessary corrections.
• Run the checker again to confirm all issues are resolved.

Best practices

• Use the Accessibility Checker as a final review step.
• Do not rely only on the tool. Manually review slides as well.
• Test navigation using only the keyboard.
• Check your presentation on a different device if possible.

Step 12: Use a clear and descriptive file name

A clear file name helps everyone understand what the presentation is about. It also helps screen reader users who browse files using assistive technology.

Generic names like “Presentation1” or “Final_v2” are not helpful.

How to do it

• Click File > Save As.
• In the file name field, enter a clear and meaningful name.
• Include the topic of the presentation.
• If needed, add the date or version number.

Best practices

• Use simple words.
• Avoid special characters that may cause issues.
• Do not use vague names like “Final” or “New.”
• Keep the file name short but descriptive.

Wrapping up

Creating accessible PPTs means designing slides that everyone can use and understand. By applying proper structure, readable fonts, meaningful links, simple tables, and accessible media, you reduce barriers and improve clarity for all users.

Accessibility should be considered from the beginning of your presentation, not just during the final review. When you build slides with accessibility in mind at every step, you create content that is more inclusive, easier to navigate, and more effective for every audience.