How to Create Accessible PowerPoint Presentations with Screen Reader Compatibility

Use Built-in Slide Layouts

Steps to Apply Built-in Layouts

  • Go to the "Home" tab.
  • Click "Layout" and choose a layout (e.g., Title Slide, Title and Content).
  • Avoid creating custom layouts unless necessary, as these may not be interpreted correctly by screen readers.

Add Unique and Descriptive Slide Titles

Slide titles help users navigate through the presentation using a screen reader.

Best Practices

  • Ensure each slide has a unique and descriptive title.
  • If a title isn’t visually necessary, move it off the slide or mark it as hidden:

    • Select the title box and drag it outside the visible slide area.

Provide Alternative Text (Alt Text)

Alt text describes visual elements (images, charts, SmartArt, etc.) to users relying on screen readers.

How to Add Alt Text

  • Right-click on an object (image, chart, shape, etc.).
  • Select "Edit Alt Text".
  • Enter a concise, meaningful description of the object

    • Example: “Bar chart showing sales growth from 2020 to 2025.”

  • If the object is decorative, mark it as "Decorative" in the Alt Text pane.

Ensure Logical Reading Order

Screen readers read slide content in a specific order, which should align with the visual layout.

Steps to Set Reading Order

  • Go to the "Home" tab and click "Arrange" > "Selection Pane".
  • Items are read from bottom to top in the Selection Pane.
  • Rearrange elements to ensure a logical order

    • Titles first
    • Content placeholders next
    • Decorative elements last or marked as decorative.

Use Accessible Hyperlinks

Screen readers read the hyperlink text, so make sure it’s descriptive.

Best Practices

  • Instead of displaying raw URLs like www.example.com, use meaningful text:

  • Add a ScreenTip for additional information:

    • Right-click the hyperlink > Edit Hyperlink > ScreenTip.

Avoid Overlapping and Floating Text Boxes

Screen readers may not read overlapping or floating elements in the correct order.

Tips

  • Use placeholders for all text instead of adding new text boxes.
  • Align text and objects properly to avoid confusion.

Test Embedded Media (Audio/Video)

Make multimedia content accessible by adding captions, transcripts, or descriptions.

Steps

  • Add Alt Text to video objects.
  • Include closed captions or subtitles for videos.
  • Provide a transcript for audio content.

Avoid Complex Tables

Tables can be challenging for screen readers. Simplify tables and provide clear headers.

Best Practices

  • Avoid merging or splitting cells.
  • Use the "Table Design" tab to mark header rows.

Use the Accessibility Checker

PowerPoint’s built-in Accessibility Checker identifies issues with screen reader compatibility.

How to Use It

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

Export to Accessible Formats

If sharing your presentation electronically, export it as an accessible format.

Options

  • Save as a tagged PDF:

    • Go to "File" > "Save As" > PDF > Check "Options > Document structure tags for accessibility".

  • Share the PowerPoint file directly, ensuring accessibility features remain intact.