PowerPoint Accessibility Checklist

Slide Structure

  • Use built-in slide layouts (e.g., Title Slide, Title and Content) — don’t manually add text boxes.
  • Ensure each slide has a unique and descriptive title.
  • Keep slide order logical and consistent for screen reader navigation.

Text & Readability

  • Use clear, sans-serif fonts (e.g., Arial, Calibri, Verdana).
  • Use at least 18-point font size for readability.
  • Maintain high color contrast between text and background.
  • Avoid using color alone to convey meaning - add labels or symbols.
  • Keep text concise and avoid cluttered slides.

Images & Graphics

  • Add alt text to all meaningful images, charts, and graphics.
  • Mark decorative images as decorative in the alt text panel.
  • Ensure charts and graphs include data labels or summaries in text form.

Color & Design

  • Use high-contrast themes or accessible templates.
  • Check color combinations with a contrast checker tool.

Reading Order

  • Use the Selection Pane to check and adjust reading order.
  • Reading order should follow the logical sequence of the slide (title - main content - images).

Links & Navigation

  • Use descriptive hyperlinks (e.g., “Visit the Library website” instead of “Click here”).
  • Check all links to ensure they work as expected.
  • Limit or avoid using transitions and animations.

Multimedia

  • Provide captions or transcripts for any audio or video content.
  • Avoid automatic audio playback.
  • Describe visuals or charts in the narration.

Tables

  • Use simple tables — avoid merged or split cells.
  • Include header rows and ensure they’re identified as headers.
  • Provide a brief text summary of the data if the table is complex

Accessibility Checker

  • Run Microsoft’s Accessibility Checker (Review - Check Accessibility).
  • Address all listed issues before sharing.
  • Re-run the checker after making changes.

Saving & Sharing

  • Save as a .pptx file.
  • If exporting to PDF, select “Enable accessibility and Reflow with Tagged PDF” under “Save Adobe
    PDF File as” - Options.
  • Test the final version with a screen reader, if possible.