PowerPoint That Works for Everyone: A Quick Guide to Accessible Slides | Scribe

PowerPoint That Works for Everyone: A Quick Guide to Accessible Slides

  • MicrosoftMicrosoft
  • VcuVcu
  • AdobeAdobe

Overview

In today’s digital and hybrid teaching environments, accessible PowerPoint slides ensure that all learners—regardless of ability or the tools they use—can fully engage with your instructional materials. Accessible slides go beyond clean design; they rely on structured layouts, meaningful descriptions, clear reading order, and compatibility with assistive technologies such as screen readers, screen magnifiers, and keyboard navigation.

When your slides follow accessibility best practices, students can navigate them smoothly, understand visual content, and review materials independently—whether viewing in PowerPoint, Canvas, or exported as a PDF.

Getting Started

When building or reviewing slide decks, the first step is choosing the right approach. PowerPoint includes built-in features that support accessibility, but how you use them depends on the type and complexity of your content.

For most slide decks, using PowerPoint’s built-in slide layouts (Title Slide, Title and Content, Two Content, etc.) provides what you need. These layouts maintain semantic structure for screen readers, keep text in predictable regions, and preserve correct reading order.

However, for slides with more advanced layouts—such as multi-part diagrams, complex charts, timelines, or STEM-heavy content—you may need to adjust reading order manually or provide additional descriptions. Choosing the right structure up front ensures your slides remain clear, accessible, and easy for students to navigate.

Working With Content in PowerPoint

Creating accessible content in PowerPoint may feel different at first, but today’s tools make it much easier.

When to Use Built-In Slide Layouts

Use standard PowerPoint layouts when your slides contain:

  • Headings and bullet points

  • Simple images or icons

  • Short quotes or definitions

  • Charts or diagrams that can be easily captioned or described

  • Content that does not require complex visual arrangements

These layouts provide:

  • Consistent reading order

  • Better compatibility with screen readers

  • Easy editing and formatting

  • A cleaner structure when exporting to PDF

Things to Keep in Mind When Using Built-In Layouts

  • Reading order matters. Always check the Reading Order Pane.

  • Slide titles must be unique. This helps screen reader users navigate.

  • Avoid text boxes placed manually. They break reading order and structure.

  • Keep designs simple. High contrast, large fonts (24pt+), and clear spacing improve readability.

  • Add alt text to meaningful visuals. Decorative images can be marked as decorative.

Handling Images, Diagrams, and Screenshots

Images can communicate important concepts—but they must be supported with accessible alternatives.

Best Practices

  • Add alt text that focuses on the purpose of the image, not every visual detail.

  • For complex images, include a short description + longer explanation in Notes or nearby text.

  • Avoid images of text. If you must use one:

    • Run OCR (Optical Character Recognition)

    • Replace with real, selectable text when possible

Charts and Graphs

Charts need:

  • Clear titles

  • Labeled axes

  • Alt text describing the key takeaway (“Enrollment increased 20% from 2020–2024.”)

Checking Reading Order and Structure

PowerPoint content is not always read in the order it appears. The Reading Order Pane and Selection Pane help ensure screen readers interpret your slides correctly.

What to Do

  • Open the Reading Order Pane (Home → Arrange → Selection Pane or Review → Check Accessibility).

  • Ensure the slide title is first in the list.

  • Follow with main content, then images, charts, or extras.

  • Remove unused placeholders or hidden objects that may confuse assistive technology.

A properly structured slide improves navigation for screen reader users and supports students using keyboard-only input.

Special Notes for STEM, Math, and Formula-Heavy Slides

STEM content requires additional attention because equations, symbols, and diagrams are often inserted as images. These images are not accessible unless properly described.

For Math and Science Slides

  • Use PowerPoint’s Equation Editor for typed math whenever possible.

  • If you insert an image of an equation, include clear alt text or an on-slide text equivalent.

  • Provide descriptions for chemical structures, graphs, or physics diagrams.

  • Replace scientific symbols inserted using Symbol/Wingdings fonts—they are not readable by screen readers.

  • Ensure complex figures include accompanying explanatory text for clarity.

Important Things to Keep in Mind for Shared Slides, PDFs, and Online Use

  • Avoid text inside images—convert to real text or use OCR.

  • Add alt text to all informative graphics (charts, diagrams, photos).

  • Ensure reading order is logical before posting slides to Canvas.

  • Use unique titles on every slide.

  • Check color contrast (dark text on a light background works best).

  • Use font sizes 24pt or larger for body text.

  • Include captions for embedded video or audio.

  • Keep slide templates consistent throughout the deck.

  • Test exported PDFs with a screen reader when possible.

  • Collaborate with instructional designers or accessibility staff for complex slides.

Screen Reader Testing

Screen reader testing helps confirm that your slides are readable, navigable, and logically ordered. The main goals are to ensure that:

  • No important content is hidden or skipped

  • Interactive elements (links, buttons, form fields in PDF exports) are labeled correctly

  • Reading order follows a clear structure

  • Students can review the slide deck independently without relying on sight

Testing with NVDA, JAWS, or VoiceOver provides insight into how your students may experience your materials.