Accessible Presentations

Overview

This content focuses on how to create accessible presentations that everyone can follow, understand, and interact with. These practices apply to tools like PowerPoint, Google Slides, and Keynote. Accessibility starts from the moment you choose your template and continues through how you structure and present your content.

Learning Outcomes

By the end, you will be able to:

• Choose and use accessible slide layouts
• Structure slides clearly and logically
• Format text for readability
• Use colour and visuals in an accessible way
• Add descriptions to images and media
• Prepare accessible presentation materials

1. Start with an Accessible Theme

2. Structure Slides with Layouts and Titles

3. Keep the Correct Reading Order

4. Use Colour with Sufficient Contrast

5. Do Not Rely on Colour Alone

6. Format Text for Readability

7. Write Clear and Inclusive Content

8. Organize Content with Lists

9. Set the Language

10. Write Clear Hyperlinks

11. Avoid Difficult Features

12. Make Notes and Comments Accessible

13. Share Accessible Versions

14. Check Accessibility

15. Describe Images and Visual Content

16. Describe Complex Visuals

17. Add Captions to Audio and Video

1. Start with an Accessible Theme

Begin with a theme that supports accessibility. A good theme already considers things like colour contrast and layout, which makes the rest of your work easier.

Some templates in PowerPoint are labeled as accessible. This label is helpful, but it does not guarantee full accessibility, so you still need to review your content.

If you are using Google Slides or Keynote, you will not find accessible templates labeled by name. In this case, follow accessibility practices carefully when building your slides.

You can also reuse a PowerPoint theme in other tools by saving it as a template and importing it.

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2. Structure Slides with Layouts and Titles

Use built-in slide layouts instead of placing text boxes manually. These layouts are designed to keep content organized and readable.

Every slide must have a unique title. Titles help users understand the content and allow screen reader users to move between slides easily.

Avoid repeating the same title across multiple slides.

Keep content short and focused:

• Limit bullet points (around 5 to 7 per slide)
• Use short sentences
• Avoid overcrowding the slide

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3. Keep the Correct Reading Order

Each slide has a reading order that tells assistive technology how to move through the content.

As you edit slides, this order can change without you noticing. It is important to check it.

In PowerPoint:

• Open the Selection Pane or Reading Order tool
• Items are read from bottom to top
• Move items up or down to fix the order

In Google Slides and Keynote:

• Click on the top-left item
• Use the Tab key to move through elements
• The order you move through is the reading order
• Adjust the order by bringing items forward or sending them backward.

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4. Use Colour with Sufficient Contrast

Make sure text stands out clearly from the background.

Minimum contrast ratio: 4.5:1 for text

Examples:

• Black text on a white background is very clear
• Light grey text on a white background is hard to read

You can check colour values using hex codes in your program’s settings.

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5. Do Not Rely on Colour Alone

Colour should never be the only way to share meaning.

Example:

• Accessible: “Important items are marked with *”
• Not accessible: “Important items are in red”
• Screen readers do not announce colour, so always add text or symbols to support meaning.

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6. Format Text for Readability

Make text easy to read from anywhere in the room.

Font and size:

• Use sans serif fonts like Arial, Verdana, or Helvetica
• Use at least 20 pt or larger

Layout:

• Align text to the left
• Use enough space between lines and elements
• Avoid clutter

Style:

• Limit the use of all caps
• Avoid heavy use of italics
• Keep formatting consistent

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7. Write Clear and Inclusive Content

Use plain and simple language so everyone can understand your message.

Avoid jargon when possible. If you must use acronyms, spell them out the first time.

Examples:

• Write “Web Content Accessibility Guidelines (WCAG)” before using “WCAG.”
• Use inclusive language. Think about how you refer to people and respect different preferences.

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8. Organize Content with Lists

Lists help break content into smaller, easier pieces.

Use built-in list tools instead of typing symbols manually.

Use:

• Bullet lists for grouped ideas
• Numbered lists for steps or order

Screen readers recognize proper lists and allow users to move through items easily.

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9. Set the Language

Set the language of your presentation so screen readers pronounce content correctly.

If part of your slide is in another language, mark that section clearly.

How to set language:

• PowerPoint: Highlight text → Tools → Language
• Google Slides: Highlight text → File → Language
• Keynote: File → Advanced → Language & Region

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10. Write Clear Hyperlinks

Links should clearly explain where they go.

Avoid:

• Click here
• Read more

Use clear wording instead.

For slides:

• Use short, readable links (Pascal Case if needed)

For digital handouts:

• Use descriptive text

Links should be underlined and shown in a different colour, not colour alone.

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11. Avoid Difficult Features

Some features make presentations harder to use.

Tables:

• Avoid when possible
• If used, keep them simple
• Include headers
• Do not merge or leave empty cells
• Animations and transitions:
• Avoid complex effects
• They can distract users or cause discomfort

Drawings and annotations:

• Avoid using them
• They are often hard to see and not accessible

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12. Make Notes and Comments Accessible

If you use speaker notes:

• Use a large font
• Use clear fonts
• Check colour contrast
• Avoid using comments unless needed. They are often small and hard to read.
• When exporting slides, notes and comments may not always remain accessible.

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13. Share Accessible Versions

Provide your presentation in accessible formats before presenting.

Different formats may include:

• HTML (most accessible)
• Word or PowerPoint
• PDF (only if properly formatted)

You can export or publish slides depending on the tool you are using.

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14. Check Accessibility

Use built-in accessibility checkers to find issues.

In PowerPoint:

• Review tab → Check Accessibility
• Review errors, warnings, and tips
• The checker can find issues such as missing alt text or incorrect reading order.

It will not catch everything, including:

• Too much text on slides
• Poor wording
• Overuse of colour
• Manual review is still important.

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15. Describe Images and Visual Content

All images, charts, and graphics must include descriptions.

Alt text should:

• Be clear and direct
• Focus on important details
• Match the purpose of the image

Avoid:

• Starting with “This is an image of…”
• Repeating nearby text

Include:

• Any text shown in the image
• Key visual details

How to add alt text:

• PowerPoint: Right-click image → View Alt Text
• Google Slides: Right-click image → Alt Text
• Keynote: Select image → Add description in the sidebar

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16. Describe Complex Visuals

For charts, graphs, maps, or tables, a short description is not enough.

Add a longer description that explains:

• What the visual shows overall
• Key data points
• Labels and values
• Structure the description from general information to specific details.
• You can include long descriptions in supporting materials or link to them from the slide.

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17. Add Captions to Audio and Video

Any audio or video must include captions.

Captions should include:

• Spoken words
• Sound effects
• Background sounds
• Auto-generated captions must be reviewed and corrected.

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