FSU College of Medicine
Important Notice: Starting April 24, 2026, all digital web content and mobile apps must meet the new digital accessibility criteria outlined in the ADA Title II Web Accessibility Requirements.

PowerPoint
Accessibility Guide

Why PowerPoint Accessibility Matters

Presentations are a primary teaching and communication tool in medical education. Accessible PowerPoint presentations ensure that all students can follow along, whether they're attending in person, viewing slides online, or reviewing materials later with assistive technology.

Using the Accessibility Checker

PowerPoint includes a built-in accessibility checker to identify and fix common issues.

Use the Accessibility Checker
To run the Accessibility Checker:
  1. Click the Review tab
  2. Click Check Accessibility
  3. Review the Accessibility pane that appears on the right
  4. Click on each issue for recommendations
  5. Address issues as you build your presentation
Pro Tip Keep the Accessibility Checker open while you create slides. It provides real-time feedback and helps you maintain accessibility throughout the design process.

Using Slide Layouts

Built-in slide layouts ensure proper reading order and structure. Never create slides from blank layouts.

To apply slide layouts:
  1. Click the slide you want to format
  2. Go to the Home tab
  3. Click Layout in the Slides group
  4. Choose an appropriate layout (Title Slide, Title and Content, etc.)
  5. Add your content to the placeholders provided
Never Use Blank Slides! Blank slides don't have proper structure. Always start with a layout and use the provided placeholders for text and images.

Creating Meaningful Slide Titles

Every slide must have a unique, descriptive title. Screen reader users navigate presentations by slide titles.

Slide Title Best Practices:
  • Make every slide title unique and descriptive
  • Keep titles concise but informative
  • Never leave the title placeholder empty
  • If you don't want the title visible, hide it (don't delete it)

Checking and Fixing Reading Order

Reading order is the sequence in which screen readers announce slide content.

To check reading order:
  1. Go to the Home tab
  2. Click Arrange in the Drawing group
  3. Select Selection Pane
  4. The Selection Pane shows objects in reading order (bottom to top)
  5. Drag items to reorder if needed
Reading Order Tips
  • Title should be read first
  • Content should flow logically (top to bottom, left to right)
  • Using built-in layouts helps maintain proper reading order

Adding Alternative Text to Images

All meaningful images, charts, diagrams, and SmartArt need alternative text descriptions.

To add alt text:
  1. Right-click the image, chart, or SmartArt
  2. Select View Alt Text
  3. Type a concise description in the Alt Text pane
  4. For decorative images, check "Mark as decorative"
Alt Text for Complex Graphics
  • For charts/graphs, describe the key trends and data points
  • For diagrams, explain the relationships shown
  • Consider adding a text summary on the slide for complex visuals

Using Tables Properly

Tables in PowerPoint must have designated header rows for accessibility.

To create accessible tables:
  1. Insert a table using Insert → Table
  2. Fill in the header row with column titles
  3. Select the table
  4. Go to Table Design tab
  5. Check the Header Row box
Important Keep tables simple. Avoid merged cells and complex structures. If your table is too complex, consider breaking it into multiple simpler tables.

Using Color and Contrast

Ensure slides are readable with sufficient color contrast and don't rely on color alone.

Color Accessibility
  • Use high contrast between text and background
  • Avoid placing text over busy background images
  • Don't rely solely on color to convey information
  • Use text labels in addition to color coding
  • Test your slides by viewing in grayscale

Font and Text Formatting

Choose fonts and formatting that enhance readability.

Best Practices
  • Use sans-serif fonts (Arial, Calibri, Helvetica)
  • Minimum font size: 18-20 points for body text
  • Avoid all caps (harder to read)
  • Limit italics and underline
  • Use bold for emphasis sparingly
  • Ensure adequate line spacing

Audio and Video Accessibility

Multimedia content requires additional accessibility considerations.

Multimedia Checklist
  • Provide captions for all video content
  • Include transcripts for audio
  • Don't set media to autoplay
  • Provide accessible media controls
  • Describe important visual content that isn't in audio

PowerPoint Accessibility Quick Checklist

  • Run the Accessibility Checker
  • Use built-in slide layouts (never blank slides)
  • Give every slide a unique, descriptive title
  • Add alt text to all images and charts
  • Check and fix reading order
  • Use sufficient color contrast
  • Create simple table structures with headers
  • Use meaningful hyperlink text
  • Use readable fonts (18pt minimum)
  • Add captions to videos