PowerPoint presentations

Accessible PowerPoint documents will:

• make your presentations smaller and faster to upload/download.
• ensure the audience engage more with the presentation and gain the most information.
• make your presentations easier to convert into alternative formats and retain readability.
• reduce the time required to convert existing presentations into specific accessible formats.

Handouts

Ensure attendees are asked about any reasonable adjustments they may require prior to the session. This may include producing handouts in large print or printing them on coloured paper.

Handouts of your slides should be available to delegates at least 24 hours prior to your presentation.

When printing handouts, include no more than two slides per page.

Content of slides

When writing your presentation:

• Limit amount of information on each slide and avoid long sentences.
• Use plain English and avoid the use of abbreviations.
• Provide text descriptions for pictorial elements or graphs. To do this, right click on 'Image', select 'format picture', click  the third icon along and select 'alt text' and then add in the title and description and click 'OK').

Style of slides

The way slides look is also very important to their accessibility:

• Use standard slide layouts and check order of information in outline view to ensure accessibility for those reading slides using screen readers.
• Ensure writing is in a dark font and that the background is light enough to provide clear contrast. A light pastel background is often more accessible than pure white. Avoid backgrounds which are overly 'fussy'.
• Use a sans serif typeface (Arial is best) of font size 24 or above (45 bold for titles).
• Avoid the use of italics, continuous capitals or italics.
• Use left aligned text.
• Ensure links are correctly formatted hyperlinks.
• Bullet points assist in making slides easier to follow.
• Avoid adding text boxes.
• Do not use colour as the only indicator of meaning, such as priority items shown in red.
• Avoid animations and sounds if not crucial to content of presentation. Animations may cause screen readers to read the slide twice.
• When adding in information from Word, Excel and so on, embed the file name into the slide rather than cutting and pasting.

To do this:

1. Open the PowerPoint presentation and the Word/Excel file you wish to embed into the slides.
2. Select and copy the section from the Word/Excel file you wish to embed.
3. Click on the section in the PowerPoint slide where you wish to embed the file.
4. From the top menu bar select "Edit" then "Paste Special".
5. Select the format you wish - Excel/Word etc.
6. This should embed the item into the presentation. If you double click on the item you will be able to edit it in Word/Excel whilst it remains in the PowerPoint

Microsoft accessibility checker

Microsoft has introduced an accessibility checker that allows users to check their documents, such as PowerPoints, using automated testing. This checker sits under the 'Review' tab, at the top of the document, alongside spell check. Please note that as this an automated testing feature, it will only pick up 20-30% of errors in the document, and may create false positives and false negatives. Microsoft has published an article on how to use the accessibility checker which can be accessed below.

Microsoft guidance on making PowerPoint files accessible 

Further guidance

The WebAIM orgnisation has a guide to creating accessible PowerPoint presentations.