Slide Layouts and Structure

Creating accessible slide layouts and structure in PowerPoint ensures that everyone, including people with disabilities, can easily navigate and understand your presentation.

Use Built-in Slide Layouts

PowerPoint’s built-in slide layouts are designed with accessibility in mind. They include properly structured headings and content placeholders that screen readers can interpret.

How to Use Built-in Layouts

• Choose a Layout: Go to the "Home" tab and click "Layout" in the Slides group.
• Select a layout (e.g., Title Slide, Title and Content, Two Content).

Avoid Customizing Layouts Excessively

• Stick to the built-in placeholders for titles and content.
• Avoid adding text boxes outside placeholders, as they might not be recognized by assistive technologies.

The reading order of slide elements affects how screen readers interpret the slide content.

How to Check and Fix Reading Order

• Check Reading Order:Go to the "Home" tab, then click "Arrange" > "Selection Pane".
• Elements are read from bottom to top in the Selection Pane.

Rearrange Items

• Drag items in the Selection Pane to set the correct reading order.
• Ensure the title comes first, followed by content placeholders.

Each slide should have a unique and descriptive title to help users navigate the presentation.

Best Practices for Slide Titles

• Titles should summarize the main idea of the slide.
• Avoid duplicate titles for multiple slides; use numbering or descriptive variations instead (e.g., "Sales Growth – Q1," "Sales Growth – Q2").

Use Simple and Consistent Layouts

Simplify your slides to make content easy to follow and accessible.

Tips

• Minimize Clutter: Avoid overloading slides with text, images, or graphics.
• Keep Text in Placeholders: Use text boxes sparingly outside placeholders.
• Align Content: Use PowerPoint’s alignment tools to create a visually organized layout.

Add Alt Text to Visual Elements

Provide alt text for images, charts, and SmartArt to describe their content to screen readers.

How to Add Alt Text

• Right-click the object (image, chart, etc.).
• Select "Edit Alt Text".
• Enter a concise description or mark the item as decorative if it has no informational value.

Select fonts and styles that are readable and consistent.

Guidelines

• Use sans-serif fonts (e.g., Arial, Calibri, Verdana).
• Keep font sizes at least 18 pt for body text and 24 pt or larger for headings.
• Use bold or size changes for emphasis instead of italics or underlining.

Ensure Color Contrast

High contrast between text and background is essential for readability.

Best Practices

• Use dark text on a light background or vice versa.
• Test your color choices with a contrast checker to meet WCAG 2.1 guidelines (minimum contrast ratio of 4.5:1 for normal text).

Add Slide Notes for Additional Context

Slide notes can provide more detailed explanations that can be shared as accessible handouts.

How to Use Notes

• Click the "Notes" section below the slide.
• Add additional context or explanations for complex visuals.

Use the Accessibility Checker

PowerPoint includes an accessibility checker to identify issues.

How to Use It

• Go to the "Review" tab.
• Click "Check Accessibility".
• Follow the suggestions to fix issues.

Provide an Accessible File Format

Export your PowerPoint presentation as an accessible file format if sharing it electronically.

Export Options

• Save as a tagged PDF to retain structure for screen readers
• Go to "File > Save As" and choose PDF, then check "Options > Document structure tags for accessibility".
• Share the PowerPoint file itself, ensuring all accessibility features are intact.