Accessibility

Presentations

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Here are some ways to ensure presentations are accessible to all audiences.
    • Ensure the presentation layout is clean, simple, and easy to navigate with clear sections.
    • Avoid using complex tables or multi-column designs that may confuse screen readers.
    • Ensure the content flows logically from top to bottom and left to right. The reading order of the content should match the visual layout.
    • Consider using an accessible template. If using PowerPoint, you can find examples in the Microsoft Template Gallery or in PowerPoint by going to “File > New” and searching for “accessible templates”. 
    • When possible, pre-made slide layouts are used. This will ensure that slides have the correct heading structure and reading order. If using PowerPoint, you can adjust the reading order by navigating to “Home > Arrange > Selection Pane.”
    • Keyboard focus is visible when tabbing through the presentation.
    • Only 1 H1 heading is used per slide.
    • Choose a design template with good contrast to ensure that foreground can be distinguished from background text. Use the free Color Contrast Checker -TPGi tool.
    • Break content into bulleted lists when possible
    • Avoid starting with a blank slide and adding text boxes. Instead, choose the layout that fits your slide design.
    • Check the “outline view” to verify text visibility.
    • Use an inverted pyramid style in which you start with the conclusion or most important information
    • Every slide has a unique title
    • Buttons are at least 44x44 pixels for easy tapping.
    • Ensure text is 24-point or larger for online presentations, and 28-point or larger for face-to-face presentations.
    • Colors or sensory characteristics are not used alone to convey meaning.
    • User interface components have a contrast ratio of at least 3:1 against adjacent color(s).
    • User interface components do not contain anything that flashes or blinks more than three times in any one-second period — strobe effects should never be used.
    • Focus on only one idea per paragraph
    • User interface components with labels that include text or images of text have a name that contains the text that is presented visually.
    • Describe all images, charts, and graphs using alternative text
    • Follow Microsoft’s guidance on adding alt-text to shapes, pictures, charts, SmartArt graphics and other objects.
    • Write lean text that uses short paragraphs, sentences, and words.
    • Avoid transitions and animations. It’s important to include an accessible PDF version of the Presentation for the audience to download, as this format is more accessible.
    • Use images (with good alt text) to break up long blocks of text
    • The correct language is set for the document in file properties.
    • Content in a language that differs from the predominant document has the correct language in its tag properties.
    • Tables are not used for content that can be equally represented with text.
    • Tables are not used for design layout purposes.
    • Tables have clearly labeled row and column headings.
    • Tabs or spaces have not been used to give the appearance of columns.
    • The draw tool has not been used to draw tables.
    • Document headings styles are not used as column or row headings.
    • Complex tables are broken up into separate tables if possible.
    • Split tables up into simpler and smaller tables, when possible. Every effort must be made to avoid having a table extend between pages.
    • There are no split or merged cells.
    • There are no empty cells or spaces to create white space or to format the table. If an empty cell is necessary, use "no data", "no value", "blank", "none", or "not applicable."
    • Captions are placed above the table, not below.
    • All tables have alternative text.
    • There is clear text that labels the significant parts of the data, such as the chart title and the horizontal and vertical axis.
    • Labels and legends are used to clearly mark and distinguish data points.
    • Graphs are linked to the same data in table form.
    • "Direct labeling" is used, if possible — position the label directly beside or adjacent to the data
    • The presentation is tested with screen readers like NVDA, JAWS, or VoiceOver to ensure it is navigable and all elements are read correctly.
    • All content is accessible without a mouse. Navigate through your presentation using only the keyboard (Tab, Shift+Tab, Enter, Space) to ensure this.
    • Use an included accessibility checker if your presentation software includes one. For PowerPoint, navigate to “Review > Check Accessibility”.
    • A link to an accessibility statement and/or contact information for recipients who need assistance or further accommodations is provided.
    • Consider creating an accessible PDF or other file format for your presentation.
    • Align text to be left instead of center or right justification

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