Accessible PowerPoint Template

This guide was designed to help professionals create accessible presentations in Microsoft PowerPoint. It can be used as a reference when developing materials.

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Accessible PowerPoint Template

Guidelines and Examples

How To Use This Tool

This document will cover key accessibility requirements for PowerPoint.
Each accessibility concept discussed includes a tangible example within this document (i.e., Slide Master templates, alt text, tables).
This presentation serves as a resource when creating PowerPoint presentations within your organization.
This template is accompanied by a series of walkthrough videos: PowerPoint Accessibility Series Playlist (YouTube)

Presentation Title and Format

There are three mechanisms by which you need to label your PowerPoint.
- You need to provide the title of the PowerPoint on the first slide.
- You need to create a title within the Properties menu.
- You need to save your PowerPoint with a file name.
The second type of title is found within Properties (within the File menu). Ensure this title is descriptive and identifies the document’s purpose.
The title and file name can be the same.
Ensure the document is saved as a .pptx format.
Develop your presentation within the PowerPoint app (the web version lacks access to required elements).
Ensure the PowerPoint text is formatted in the correct language (Review tab, Language).

Slide Master

Build your presentation using an accessible template in the Slide Master area (View, Slide Master).
Preset elements on each Master Slide can help ensure consistency and accessibility across your presentation by establishing:
- A logical reading order
- Consistent font size, type, and color
- A uniform slide design and layout
- A location for redundant images (e.g., logos)

Slide Master Layouts

Within Slide Master, you’ll have access to existing slide layouts that you can customize to build your slides.
Ensure any elements added to your layouts are Content Placeholders.
When adding Content Placeholders, consider all elements that need tobe included (e.g., text, bulleted lists, images, references).
Please note that the example reference below exists within a Content Placeholder from a Slide Template.

Example Reference: Center for Innovation in Teaching & Learning (2026)

Slide Master Selection Pane

Use the search bar above the Home row tosearch for “Selection Pane”. Verify all slide objects are selectable within this pane.
Ensure vital information in the background is included in the selection pane.
Look for vital information in headers, footers,and watermarks (e.g., CONFIDENTIAL,Copyright, or Do Not Distribute).
The Selection Pane shows items in reverse order, so the first item read is the last item on the list.

Inserting Slide Master

Once you have created your Slide Master and slide layouts, you can insert them into your presentation (within Normal View).
To insert a slide template from Slide Master, use the drop down next to New Slide on the Home menu.
Avoid inserting text boxes to your slides in Normal View. Text within these inserted text boxes will not appear in Outline View and can disrupt the reading order for assistive technology.

Outline View

Outline View (View, Outline View) ensures a clear hierarchical structure for information. Slide titles appear first and are bolded.
Ensure text appears in Outline View (build slide layouts in Slide Master).
Outline View may be easier for some assistive technology to navigate.
Please note that images, tables, footers, and graphics (including Smart Art) do not appear in Outline View.

Slide Font and Format

Each slide needs a unique title.
Choose a sans serif font (e.g., Arial, Verdana, Open Sans).
Best practice is to use 24pt for body text. If smaller text is needed (ex. references, copyright) ensure text is no smaller than 18pt.
Consider splitting text-heavy slides into two or more slides.
Avoid using animations or slide transitions.
Check color contrast for slide text and slide backgrounds using tools like: WebAIM Color Contrast Checker.

Columns

When creating columns for text, use the Column tool (within the Home toolbar) to separate text into columns.
Do not use the tab or spacebar to create columns.
Use the Line Spacing tool or adjust the content placeholder box to adjust columns visually.

Lists and Line Spacing

Use the Bullets and Numbering tool (Home tab) to create lists.
Bulleted lists should have at least two items.
Try to limit bullets with complete sentences to no more than 6 per slide.
Use the Line Spacing tool (Home tab) to create space between objects and text (avoid using the enter/return key).

Alternative Text for Images

All non-text content presented must have a text alternative (often referred to as alt text).
The description should be short and present the same purpose and content as the image.
No need to include the word “image” or “graphic.”
No need to repeat information that can be accessed in the surrounding text.
Decorative images and objects that do not add content or additional purpose to the slide should be marked decorative.

Alt Text and Picture with Context

When a photo contains essential information that adds meaning to the slide, alt text must be included.
To add or review alt text, right click on the image and select “view alt text” or use keys (Mac): control + return or (Windows) shift +F10.
See next slide for an example.

EMPOWER VI was at an Event Today!

EMPOWER VI set up a table at a community goalball tournament.
We connected with youth and families.
We shared resources and learned about community needs.

Text and Picture without Context

When an image is added to a slide just for visual purposes but does not contain content or context, it is considered decorative.
In the “view alt text” area you can “mark as decorative.”
Please see next slide for an example.

Contact Us

If you have any questions or need support, email us at: info@empowervi.org.

Complex Image Descriptions

Necessary when a short text alternative does not adequately convey the function or content (e.g., chart, table, painting).
Be concise but informative and include essential details.
Describe elements not found in surrounding text.
As needed, include a link to the full text or complex image description (e.g., sharable file, website link).
Alternatively, provide the complex image description as a separate attached document.

Example: Complex Image Description

Note: The alt text just references the painting style and name. The long text is available within the surrounding text.

“A leafless, ash-white tree trunk hasfallen from a broken stump into thewide V of a neighboring tree at theedge of a body of water near a verdant forest in this horizontal landscape painting. The fallen trunk creates adiagonal from near the lower left corner to the upper right. As it fell, it sheared off a substantial branch from a neighboring tree with a dark trunk…”

Example: Link to Complex Image Description

Hunting in the Pontine Marshes, 1833

Image Source and location of Description:
National Gallery of Art (nga.gov)

Note: the alt text references the painting style and name. It also notes that the long description can be accessed by visiting the link below the painting.

Example: Long Description for Chart

Image source and location of complex description: Web Accessibility Initiative (w3.org)

“The chart shows the website hits forthe first quarter of 2014. It shows that Site 1 has more visitors than either ofthe other sites, but the number of visitors is decreasing. Site 2 has afairly constant number of visitors, while the Site 3 page hits are increasing every month.”

Descriptive Links

All hyperlinks should include clear, descriptive text that indicates the link’s purpose or destination. For example, instead of including www.empowervi.org, you would write EMPOWER VI website.
Avoid writing “click here” or other unclear link names.
Right click on a link (shift + F10), select edit link. Add a descriptive title in the “text to display” section.
Ensure links are underlined and are a different color from the main text (but still meet color contrast guidelines).

Descriptive Links (2)

If the PowerPoint slides are available both digitally and as a physical copy, consider including a descriptive link text followed by the full URL address of the link. Example: EMPOWER VI website (https://www.empowervi.org/)
Avoid adding linked information into footers as this information will not appear in Outline View.
Please note that links in PowerPoint can be difficult to access with a screen reader. Consider providing a list of links as an alternative format. Here is a downloadable example (to be provided separately with this PowerPoint presentation): Accessible PowerPoint Links List

Tables

Avoid images of tables (these don’t meet accessibility requirements) especially if a simple table can be created accessibly.
Use built-in features to create data tables (e.g., content placeholder for table built in Slide Master).
Include a table title (for Outline View).
Do not use merged or split cells and ensure row headers repeat indata tables.
Complex data tables cannot be made accessible in PowerPoint (e.g.,multiple row headers, split cells or merged cells). An accessible alternate format must be provided.
Simple tables should have a brief alt text verifying the purpose and content. Do not add complex image descriptions in the alt text area.

Example Data Table

Data table: A table where each cell’s meaning depends on its rowand column headers.

Star Trek Captain Ranking Table

| Star Trek Captain | Leadership Ranking (1-5) | Popularity Ranking (1-5) | |-------------------|--------------------------|--------------------------| | Jean Luc Picard | 1 | 3 | | Katherine Janeway | 2 | 1 | | Jonathan Archer | 3 | 4 | | James T. Kirk | 4 | 2 | | Benjamin Sisko | 5 | 5 |

Note: This is just a table made for demonstration. It does not contain verified data.

Audio, Video, and Multimedia Files

Accessibility Requirements

Audio-only
- Accurate and complete transcript
Video-only
- Accurate and complete text description
Multimedia (audio and video)
- Accurate and complete synchronized captions (CC) and audio descriptions

Note: A link to a transcript (file) was added as an additional support. CC is also available within the embedded video.

Video Link: EMPOWER VI Website Walkthrough Video (embedded closed captions)

Downloadable Video Transcript: EMPOWER VI Website Walkthrough Video Transcript

Audio, Video, and Multimedia Files (2)

The audio clip on this slide was added using: Insert, Audio from File. Then closed captions were added from a file. Please note:

The Closed Caption toggle cannot be accessed with the tab key. Additional keyboard shortcuts are provided in the alt text.
A link to a downloadable transcript document was provided.

Audio Clip Transcript

‍Smart Art

Smart Art is not inherently accessible. Avoid using Smart Art asthe only means to communicate information.
Text within Smart Art does not appear in Outline View andcannot always be read by screen readers.
Consider using content placeholder text boxes (built in SlideMaster) and added shapes that are marked decorative andmeet color contrast requirements (review slide 28 example).
If Smart Art is used to help illustrate information on the slide,ensure it has appropriate alt text (review slide 29 example).

Smart Art Alternative 1: Student-Directed IEP Continuum

(Please review the downloadable PowerPoint document to fully access this example)

Thoma & Wehman, 2010

Smart Art Alternative 2: Student-DirectedIEP Continuum

IEP takes place without student present.
Student is present with minimal participation or preparation.
Student is present with some participation.
Student is present and actively participates.
Student attends and takes responsibility for one piece of the process.
Student leads and directs some or all aspects of the process.

Thoma & Wehman, 2010

Smart Art Ungrouped

If Smart Art with heavy text (too much for alt text) is used, ungroup the object to allow for better screen reader navigation.
Right click on the Smart Art, select Group, then Ungroup. Repeat as needed.
Use the selection pane to ensure the item is ungrouped and to review each object.
Mark all non-text shapes or objects as decorative or provide alt text.

Check Reading Order

Verify that the elements on theslide read in a logical order.
Navigate to the Review ribbon. Select the drop down next to Check Accessibility. Select Reading Order Pane.
Reading Order items are organized from top to bottom (objects at the top are read first unless they are marked decorative)

Accessibility Checker

While some topics discussed in this presentation require a manual check, it is always a good idea to use the Check Accessibility tool.
Access this tool by navigating to the Review tab (from Home toolbar), Check Accessibility.
Follow provided directions to fix any identified accessibility issues.