Microsoft PowerPoint

PowerPoint’s built-in themes serve as templates for presentations. They help create a cohesive design across slides through consistent color schemes, fonts, and effects. They also include embedded semantic structure for headings, lists, and paragraph text.

However, not all themes in Microsoft Office are accessible. When selecting a theme, pay close attention to color contrast and readability. Ensure all colors meet color contrast guidelines.

Avoid themes with patterned backgrounds, as they can make overlaid text difficult to read. Similarly, avoid backgrounds with strong color gradients, since all variations within the gradient must meet color contrast standards.

• Understand the Difference Between PowerPoint Templates and Themes
• Create Your Own Theme in PowerPoint

Note: Use UND-branded, accessible templates when available. TTaDA recommends the Vibrant PowerPoint template for optimal accessibility.

Video Tutorials

• Use Preset Themes and Layout in Microsoft PowerPoint (6:44)
• Microsoft Support: Use More Accessible Colors and Styles in Slides (2:16)

PowerPoint’s pre-set slide layouts are designed with formatting, structure, and reading order optimized for screen readers and assistive technologies. Using these layouts helps ensure content is presented logically and consistently across slides. By using these layouts, presenters avoid manually designing each slide, minimizing the risk of design-related accessibility issues. Ultimately, this saves time and ensures that all users can effectively navigate to and engage with the content.

• What is a Slide Layout?
• Apply a Slide Layout
• Create Professional Slide Layout with Designer

Video Tutorials

• Use Preset Themes and Layout in Microsoft PowerPoint (6:44)
• Microsoft Support: Use More Accessible Colors and Styles in Slides (2:16)
• Microsoft Support: Apply a Slide Layout (0:41)

In PowerPoint, slide titles function similarly to headings by helping users navigate and understand the structure of a presentation. Beyond visual formatting (bolded or italicized words), slide titles provide critical metadata regarding the structure and organization of the presentation at the code level. To enable assistive technologies to read your PowerPoint correctly, you will need to give every slide a unique and descriptive title that clearly identifies the slide’s content or purpose.

• Give every slide a title
• Title a Slide

Note: Slide titles must be unique. Screen reader users can navigate PowerPoint slides in three ways: by reading from start to finish, by jumping between slide titles, or by navigating through a list of links. Unique slide titles help users quickly locate and navigate to specific information within a presentation.

Lists help users quickly scan your slide content and understand relationships between items. Avoid manually creating lists using numbers, symbols, or tabs. Instead, apply built-in list styles for both bulleted and numbered lists so assistive technology can properly interpret them.

• Bulleted Lists: Group unordered items and indicate a relationship that is not dependent on sequence
• Numbered Lists: Group items in a specific order and indicate a process or set of steps

Resources

• Add Bullets or Numbers to Slide Text
• Video Tutorial: Creating Accessible Lists in Microsoft Office (4:19)

The reading order determines the order in which a screen reader reads content out. By default, screen readers follow the order in which content is added to a slide. When building slides, we do not always consider how the placement and order of added content impacts the reading order. Fortunately, you can review and edit this order using the Reading Order Pane.

Reading Order Pane

The Reading Order Pane helps you view all content on a slide and rearrange elements into the correct reading order. From this pane, you can:

• reorganize the order of content
• add alternative text to images and objects
• remove objects from the reading order (mark as decorative)

Selection Pane

While the Reading Order Pane helps establish reading order, the Selection Pane helps manage the objects and content on a slide. Using the Selection Pane alongside the Reading Order Pane can help create a more streamlined experience for your users. The Selection Pane allows users to:

• move objects forward or backward
• group and ungroup objects
• lock objects
• delete empty elements
• rename objects for clearer screen reader navigation

Note: Use the Selection Pane first to establish visual hierarchy and group related objects. Then, rename grouped and ungrouped elements to create a more descriptive and navigable structure for screen reader users. Once you have organized content in the Selection Pane, use the Reading Order Pane to verify that content is read in the correct order.

Reading Order Pane vs. Selection Pane

 Resources

• Make Slides Easier to Read by Using the Reading Order Pane
• Use the Selection Pane to Manage Objects in Documents
• Section 508 Accessibility Byte: Presentation Reading Order

Use sufficient color contrast to make text readable for all users. Color contrast is the difference between text and its background, text and images, and sections depicting meaning in charts and tables.

Color Contrast Guidelines

• Maintain a contrast ratio of at least 4.5:1 for regular text (12 pt.)
• Use at least 3:1 for large text (18+ pt. or 14+ pt. bold)
• Non-text elements (e.g., chart bars, lines, or shapes) should have a contrast ratio of at least 3:1 against adjacent colors.
• Text in logos do not have a contrast requirement.

Check contrast using tools like the WebAIM Contrast Checker  or the Colour Contrast Analyser tool.

Use Accessible Templates and Themes

One way to improve color contrast in your PowerPoint presentations is to use an accessible template and theme. Good templates will avoid the following:

• Gradients where colors gradually shift from light to dark
• Positioning text directly over images
• Low-contrast color combinations

For accessible templates, check out Microsoft Office's Accessible Templates or download UND's Vibrant PowerPoint Template.

Note: The Accessibility Checker in Microsoft PowerPoint can flag contrast issues and suggest more accessible color combinations, but you should still verify contrast ratios using a dedicated color contrast tool.

Do Not Rely on Color to Convey Meaning

Color is not sufficient on its own to convey meaning. Information conveyed by color must include a text alternative so it can be understood by all users. Users who are color blind, have low vision, or rely on screen readers may not perceive color differences and may miss important details. Additionally, screen readers cannot interpret color, so any meaning conveyed through color must also be presented in text. This applies to both font color and highlighted text.

• Embed the meaning of the emphasis directly in the text. For example, “Important note: I cannot accept late work, so all work must be complete on time.”

Video Tutorials

• Introduction to Accessible Color (15:55)
• Fixing Color Contrast (13:30)
• Fixing Color as the Sole Means of Information (11:08)

Write link text that clearly describes the link's purpose and destination (e.g., Download the accessibility checklist rather than Click here). This helps all users understand where the link will take them; there should be no ambiguity.

Note: Link text should be clear, descriptive, and unique. Screen reader users often navigate by pulling up a list of links, which are read without surrounding context. Each link should stand alone and clearly indicate its destination.

Create a Link

In Microsoft PowerPoint, hyperlinks can be created or edited in two ways:

• From the Insert tab
• By right-clicking on the selected text or image

This opens the Insert Hyperlink dialog box. Enter the URL in the Address field and the descriptive link text in the Text to Display field.

• Add a Hyperlink to a Slide
• Remove or Turn Off Hyperlinks

Accessibility Tip: Do not change the visual appearance of link text. Links use a universal style (blue and underlined) that signals interactivity. Changing this style may make links harder to recognize or cause them to appear as emphasis or spam.

Video Tutorials

• Creating Accessible Links in Microsoft Office (7:12)

When adding Images, always include alternative text (alt text). Alt text provides a text description of an image so screen reader users can understand its purpose and content, even if they can't see it. 

Add Alternative Text

There are two ways to add alt text. You can access the alt text panel from the Insert tab or by right-clicking on the selected image. Add a concise, descriptive summary of the image in the alt text field.

• Add Alternative Text to a Shape, Picture, Chart, SmartArt Graphic, or Other Object
• Everything You Need to Know to Write Effective Alternative Text 

Simple vs. Complex Images

Simple images can be described in one to two sentences (generally under 250 characters). These include items such as logos, photographs, and headshots. Simple images require alt text only.

Complex images require a more detailed explanation than can be provided in one or two sentences. These include charts, graphs, and maps. Complex images require both alt text and a long description. A long description provides a detailed explanation of the essential information conveyed in the image.

Long descriptions and alternative text do not exist separately from one another; instead, they should be used together. If an image requires a long description, it should also include alternative text. The alternative text should identify the type of image (e.g., map, cartoon, graphic) and indicate where the long description can be found.

• Alt Text: “Chart 1.2: Long Description is located in Appendix A."
• Long Description: “Chart 1.2 suggests that…” (in Appendix A)

Where to Place Long Descriptions in PowerPoint

Because long descriptions are more detailed, they should not be placed directly in the alt text field. Instead, choose one of the following options:

• Describe the image in the surrounding text—same slide or surrounding slide. This is the most accessible option and benefits all users.
• Provide a long description in the speaker notes. The long description will not be visible in Presenter Mode, but users will still be able to access it when reviewing slides independently. 
• Place the description in an appendix. If space is limited, include the long description in an appendix. Be sure to link from the image to the appendix and back to the original location so users can easily navigate between them.

Image Guide

Looking for help getting started with writing image descriptions? Download the Image Guide for examples of alternative text and long descriptions for a variety of image types. This guide is designed to support you as you begin writing image descriptions and provides ideas for how images can be described in different contexts.

Because images vary widely in purpose and complexity, this guide should be used as a reference rather than a template.

Image Guide

Video Tutorials

• Creating Accessible Simple Images in Microsoft Office (6:23)
• Introduction to Accessible Complex Images (15:28)
• Introduction to Writing Long Description (15:16)

Tables are an effective way to organize and structure information clearly. However, when accessibility is not considered, tables can be difficult for some users to navigate, particularly those using assistive technologies. When creating tables, plan and design them carefully to ensure all users can understand and navigate the data. Refer to the best practices outlined in TTaDA's Knowledge Base Article, Create Accessible Tables:

• Use tables for data, not layout
• Build tables directly in PowerPoint
• Keep the table structure simple
• Never leave a blank cell
• Use header rows and/or first columns to organize data
• Ensure tables meet color contrast guidelines
• Provide a table title and caption
• Add alternative text to tables

Create Accessible Tables

Video Tutorial

• Creating Accessible Tables in Microsoft PowerPoint (2:05)

Creating accessible charts and graphs can be a challenge. Because charts are highly visual, important information may not be communicated clearly to all users without careful design practices. When creating charts, follow accessibility best practices to ensure your content is understandable and usable for everyone.

Refer to the best practices outlined in the TTaDA Knowledge Base article, Create Accessible Charts:

• Clearly label all chart elements
• Flatten charts to improve navigation
• Place charts in line with text
• Provide a descriptive caption
• Add alternative text and long descriptions
• Ensure charts meet color contrast guidelines
• Do not rely on color to convey meaning

Create Accessible Charts

Some objects are known as floating objects, meaning they can be positioned and moved independently of surrounding text. This is because they exist on a separate layer from the main document content. When used in their native form, these objects may be inaccessible, as screen reader users may not be able to navigate to or read the content within them. Common examples include text boxes, charts, shapes, icons, and SmartArt.

To use these objects accessibly, additional considerations are required. Refer to the best practices outlined in the TTaDA Knowledge Base article, Make Floating Objects Accessible.

Make Floating Objects Accessible

Animations, transitions, GIFs, and other moving content can create accessibility barriers for some users. Excessive motion may be distracting, difficult to follow, or trigger adverse reactions such as dizziness, migraines, or seizures. Moreover, animations and effects may cause confusion and issues in navigation for screen reader users. Screen readers are constantly having to refresh to keep up with the animations and effects, which can extend the time needed to attain information on a slide.

When using animations and transitions:

• Avoid flashing or rapidly blinking content.
• Avoid using GIFs and other continuously moving images.
• Keep animations simple and minimal.
• Avoid complex or decorative slide transitions.
• Use static images instead of animations whenever possible.

Note: Animated content in PowerPoint cannot be paused. Instead, use static images to provide a more accessible and consistent experience for all users.

PowerPoint includes built-in features that allow users to record both audio and video directly in a presentation. These tools can be useful for creating narrated lectures, self-paced presentations, and instructional content. However, all recorded content should still follow accessibility best practices.

When using audio or video in PowerPoint:

• Include accurate, synchronized closed captions. Automatically generated captions will need to be reviewed for accuracy before sharing.
• Provide transcripts for all recordings.
• Describe visuals, charts, and on-screen content verbally when presenting information.

Note: After recording in PowerPoint, consider exporting the presentation as an MP4 video file and uploading it into YuJa to support captioning and content sharing.

Resources

• Record a Slide Show with Narration and Slide Timing
• Turn Your Presentation Into a Video
• Make Your Video and Audio Tracks Accessible
• Present with Real-Time, Automatic Captions or Subtitles in PowerPoint

• Audio and Video Best Practices