Teaching & Learning Resources

Title II note: While considering accessibility is always a good idea, many of these recommendations are only required if you are sharing your slide deck file with students or the public. If your presentation will only be shown on a screen in the classroom and not shared in Canvas or elsewhere, there are fewer requirements (though color contrast and video captioning should still be considered).

Slide Deck Considerations #

Consider alternative formats #

• Most slide deck software is primarily designed to create visual aids that supplement a spoken presentation. Since most slides are not intended to be shared outside of the presentation, accessibility is often not prioritized in slide deck tools.
• When possible, consider sharing alternative formats in place of your presentation slide decks – detailed speaker notes in a Word document, or a captioned video of your presentation, for example. These formats are generally much easier for you to remediate and for your audience to navigate.

Use Microsoft PowerPoint #

• Microsoft PowerPoint has far more accessibility features than other slide deck software currently on the market. Several of the recommendations below are impossible, or at least much more difficult, in Google Slides, Canva, and other tools.
• All UMW students, faculty, and staff have access to PowerPoint on the web or as a desktop download via their UMW Microsoft 365 account.
• PowerPoint projects can be shared online and worked on collaboratively in the same way as Google Slides or Canva projects.

UMW Microsoft 365 Products (log in with UMW email)

Microsoft’s Guide on Collaboration in PowerPoint

Accessible Slide Decks Checklist #

Although this isn’t an exhaustive list of all accessibility considerations in a PowerPoint you should consider the following when creating a document:

1. Use unique titles for every slide
2. Provide alternative text (alt text) for images  
3. Ensure adequate color contrast and don’t rely on color alone
4. Use readable fonts
5. Use tables only for data
6. Use captions & audio descriptions for videos
7. Add a document title
8. Use the built-in accessibility checker
9. Review reading order for all slides
10. Share in an accessible format

Use unique titles for every slide #

Slide titles provide structure and navigation for people who use screen readers. Screen reader users often move through a presentation by jumping from title to title. When slides have clear, unique titles, users can quickly understand what each slide is about and navigate to the information they need. You may choose to have titles be either visible or hidden on each slide.

HOW TO: Add titles to your slides #

There are multiple ways to add titles to your slides in PowerPoint. We encourage you to read Microsoft’s Guide to Adding Slide Title in PowerPoint for identifying the best approach for your situation including strategies for hiding a title so it isn’t visible but still usable for those using screen readers.

Using Microsoft’s default templates for new slides, that includes a Title section, is often the easiest and best practice when creating new PowerPoints.

Provide alternative text (alt text) for images    #

Alt text is a short description of an image for someone who cannot see it. It explains what the image is showing or why it is included, so the reader still gets the same information. Alt text is different from a caption and should focus on the main point of the image, not every visual detail.

If you are designing graphics using PowerPoint’s built-in tools, keep in mind that each graphic object will need alt text. It may be easier to design outside of PowerPoint and then import the finished design as a single image.

Essential Concept: See the Alt Text guide for further explanation, best practices, and examples.

Additional Resource:Section508.gov’s Guide to Alt Text in Documents

HOW TO: Add alt text in word #

1. Right-click the image and choose Edit Alt Text.
2. Edit the description in the box, or mark the image as decorative if it does not need a description.

Microsoft’s guide on adding alternative text  

Ensure adequate color contrast and don’t rely on color alone #

Text should clearly stand out from the background so it is easy to read. Do not rely on color alone to convey meaning. If something is important, use additional cues such as bold text or italics along with color so the information is clear to everyone.

Essential Concept: See the Color & Contrast guide for further explanation, best practices, and examples.

Additional Resources:

Section508.gov’s Guide to Color Contrast

Section508.gov’s Guide to Using Color

HOW TO: Assess contrast in Word #

In Word the built-in Accessibility Checker is one way to know if the color contrast is sufficient. See the Use Built-In Accessibility Checker section below.

Use readable fonts #

Choose fonts that are easy to read and work well with assistive technologies.

• Use simple, familiar fonts such as Arial, Calibri, or Aptos.
• Avoid decorative, script, or novelty fonts, which can be difficult to read
• Use a font size that is large enough to read comfortably. For most documents, 11–12 point for body text is a good minimum.

Use tables only for data #

Tables should be used when you need to show relationships between data, such as comparisons or values that belong together. When used this way, tables can be clear and helpful. Keeping tables simple and adding clear headers makes the information easier for everyone to understand, including people using screen readers. If possible present the data another way, like paragraphs with headings.

Essential Concept: See the List & Tables guide for further explanation, best practices, and examples.

Additional Resources:Section508.gov’s Guide to Tables in PowerPoint

HOW TO: Create accessible tables in PowerPoint #

Create the table

1. Place your cursor where you want the table.
2. Go to the Insert tab > Table > Insert Table
3. Keep tables simple. Avoid merged cells or nested tables when possible.

Set a header row

Word will often default to having the first row be the header row but you can ensure there is a header row by:

1. Click anywhere inside the table
2. Go to Table Design > Header Row
3. Make sure the box is checked
4. Make sure the header row in the table clearly labels what each column contains.

Use captions & audio descriptions for audio and videos #

If video or audio is included in your slideshow, captions and audio descriptions should be included.

Essential Concept: See the Audio & Video guide for further explanation and links to practical guides on creating accessible video and accessible audio.

Additional Resources: Section 508.gov’s Guide to Audio- and Video-Only Media

Add a document title #

PowerPoint documents should include a clear document title. Screen readers use the title to identify the document and help users understand what they are opening. To add a document title in PowerPoint:

1. Select File in the top menu.
2. Choose Info from the left‑hand sidebar.
3. Look for the Title field near the top of the page.
4. Enter a short, descriptive title for the document.
   • This should match or closely reflect the main title of the document.

Use the built-in accessibility checker #

Microsoft Word includes a built‑in Accessibility Checker that can help identify common accessibility issues in your document, such as missing alt text, heading problems, or low color contrast. Running the checker before sharing a document is a good way to catch mistakes, but it works best when accessibility best practices are used throughout the document, not just at the end.

HOW TO: Run the Accessibility Checker #

Address issues where possible before sharing the document.

1. Go to Review > Check Accessibility.
2. Review errors and warnings.

Microsoft’s guide to using the Accessibility Checker

Review reading order for all slides #

• The “reading order” determines in what order a screenreader will read the content of each slide. These function similar to Headings in a document or web page.
• Review the reading order pane for each slide to ensure your content is being read in the correct order.
• Uncheck any items that should not be read by a screendreader (e.g. decorative images, page numbers)

HOW TO: Review Reading Order #

1. Go to Review > Check Accessibility.
2. Select the Check reading order category in the Warnings section to open the list.
3. Pick a slide number in the list, then select the adjoining drop-down arrow. Select the Verify object order command.
4. This opens the Reading Order pane.
5. Objects are listed in the order that the screen reader will read them in. The number next to each object indicates the position in the sequence. Drag the objects to rearrange (the Title should always be first) and uncheck any objects that should be ignored by a screen reader.

For complicated PowerPoints that have multiple objects that should be group together instructions for best practices can be found at:

Microsoft’s Guide to Setting Reading Order in PowerPoint

Share in an accessible format #

Whenever possible, share the PowerPoint file directly. PDFs are generally more difficult for screen readers to navigate and much harder to make accessible after creation. If sharing as a PDF, export only after completing all the accessibility considerations mentioned above in your PowerPoint.

If sharing as a video, make sure to follow the guidance in our Accessible Recorded Presentations & Video guide.

HOW TO: Export an Accessible PDF #

1. Go to File > Save As
2. Choose PDF.
3. Ensure options for document structure and accessibility are enabled.
4. Avoid using Print to PDF.

Microsoft’s guide on how to create accessible PDFs