How to create accessible PowerPoint

Alt text on graphics

When incorporating images, graphs, or other media, include alt text by accessing image properties and selecting the alt text option. Alt text serves as the description screen readers utilize for images and appears when users hover over the image with their mouse. This practice holds immense significance, benefiting not just individuals with visual impairments but also those with cognitive impairments or individuals who aren’t proficient in English, providing them with valuable additional context.

Avoid excess animation

Some individuals might experience vertigo or sensitivity to moving or flashing visuals. Due to these concerns, it’s advisable to restrict the use of animations. It’s crucial to steer clear of strobing or swiftly moving images, as they can lead to discomfort or even induce seizures in susceptible viewers.

Use the provided templates

PowerPoint’s supplied templates are pre-validated for compatibility with screen readers and other accessibility tools, ensuring smooth navigation. Creating a customized template isn’t necessary, given the abundance of options available for selection, as these templates are already optimized effectively.

Use high-contrast color schemes

Although the incorporated color schemes include high-contrast hues that ensure legibility, adjustments might be required for specific projects. Further insights on colored backgrounds and text readability can be explored here.

Have a copy of the slides available

To cater to the audience’s needs, provide digital copies of the slides in both .ppt and .pdf formats. This allows individuals to follow along on their devices and utilize their preferred accessibility settings. In cases where a digital copy isn’t readily accessible, I will inquire with the professor or relevant staff member to swiftly obtain one.

Use an accessible presentation template

Opt for an accessible PowerPoint template to ensure that your slide design, color schemes, contrast, and fonts cater to all audiences’ accessibility needs. These templates are thoughtfully designed to facilitate smoother reading by screen readers as well.

To locate an accessible template, proceed as follows:

Click on File > New.

In the “Search for Online templates and themes” field, input “accessible templates” and press Enter.

From the search results, choose an appropriate template.

Within the template preview, click on Create.

Use accessible font format

To reduce the reading load, select familiar sans serif fonts such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines.

A person with a vision disability might miss out on the meaning conveyed by particular colors. For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can’t see the color. For headings, consider adding bold or using a larger font.

Create accessible hyperlink text and add ScreenTips

Individuals relying on screen readers often scan through lists of links. It’s vital that links effectively convey precise and comprehensible information regarding their destination. For instance, steer clear of link text such as “Click here,” “See this page,” “Go here,” or “Learn more.” Instead, incorporate the complete title of the destination page. You can enhance this further by adding ScreenTips, which emerge when the cursor hovers over text or images containing hyperlinks.

Designing accessible and inclusive graphics for diverse audiences

Use contrast and color wisely

While contrast and color are integral components of graphic design, they can also pose challenges or perplexity for certain users, including those with low vision, color blindness, or cognitive impairments. To ensure optimum usability, it’s imperative to adhere to the Web Content Accessibility Guidelines (WCAG) and maintain a minimum contrast ratio of 4.5:1 for text and 3:1 for graphics and icons. Furthermore, it’s advisable to abstain from relying solely on color to convey meaning or information; instead, integrate alternative cues like icons, labels, or patterns. Ultimately, opt for colors that are compatible across various devices and media, steering clear of shades that might result in glare, eyestrain, or culturally specific associations.

Choose fonts and typography carefully

Fonts and typography play a pivotal role in graphic design, influencing readability, legibility, and the overall tone. When making font choices for your graphics, prioritize simplicity and consistency. For web and digital graphics, opt for a minimum font size of 16 pixels, adapting as per screen dimensions and resolution. In the realm of print and physical graphics, maintain a minimum font size of 12 points, accounting for factors like viewer distance and angle.