PowerPoint Accessibility Standards

PowerPoint presentations are widely used across EICC for instruction, meetings, training, and public presentations. Accessible slide design ensures that all participants — including those using screen readers, captions, or assistive technology — can access and understand content. 

Accessible presentations also improve clarity, organization, and professionalism for all audiences. 

Training Materials

Why Accessible Presentations Matter 

Accessible PowerPoint presentations: 

  • Support students using screen readers or captions. 
  • Improve readability and comprehension. 
  • Convert more effectively to accessible PDFs. 
  • Enhance clarity for in-person and virtual presentations. 
  • Reflect institutional quality and professionalism. 

Accessible slide design benefits all viewers and must be incorporated during creation rather than after completion. 

EICC Standard for PowerPoint 

All PowerPoint presentations shared with students, employees, or the public must: 

  • Use structured slide layouts. 
  • Include alternative text for meaningful images. 
  • Use readable fonts and sufficient color contrast. 
  • Use descriptive hyperlinks. 
  • Ensure charts and graphs are explained. 
  • Caption embedded media. 
  • Pass the PowerPoint Accessibility Checker. 

Accessibility must be verified prior to distribution, posting, or presentation. 

Why this matters 

Slide layouts create structure screen readers can interpret. 

WCAG alignment: Info and Relationships (1.3.1) | w3.org

EICC expectations 

Use built-in slide layouts rather than manually placing text boxes. 

Use: 

  • Title slide layouts 
  • Content slide layouts 
  • Section header layouts 

Avoid: 

  • Blank slides with manually placed text 
  • Text boxes used to simulate structure 
  • Overlapping elements 

Using slide layouts ensures correct reading order and navigation. 

Screen readers follow a specific reading order on slides. 

Best practices: 

  • Keep content in logical sequence. 
  • Avoid overlapping text boxes. 
  • Check reading order using Accessibility Checker. 
  • Ensure slide titles are present. 

Microsoft reading order guidance | microsoft.com  

Recommended: 

  • Minimum 24-point font for slide content 
  • Standard fonts such as Calibri, Arial, or Verdana 
  • Clear spacing between lines 

Avoid: 

  • Decorative fonts 
  • Overly dense slides 
  • Excessive text 

WCAG alignment: Resize Text (1.4.4) | w3.org

Readable slides improve accessibility and engagement. 

Text must be readable against the background. 

WCAG alignment: Contrast (Minimum) 1.4.3 | w3.org

Best practices: 

  • Use high contrast between text and background. 
  • Avoid light text on light backgrounds. 
  • Avoid placing text over images. 
  • Use consistent color palette. 

Contrast checker | webaim.org 

Color must not be the only way information is conveyed. 

WCAG alignment: Use of Color (1.4.1) | w3.org

Example: 

Instead of “Items in red are required,” use 
“Required items are marked with an asterisk (*) and appear in red.” 

Why this matters 

Screen readers use alt text to describe visual content. 

WCAG alignment: Non-text Content (1.1.1) | w3.org

EICC expectations 

All meaningful visuals must include alt text: 

  • Photos 
  • Charts and graphs 
  • Diagrams 
  • Icons conveying meaning 

Decorative images must be marked decorative when appropriate. 

How to add alt text 

  1. Right-click image 
  2. Select “Edit Alt Text” 
  3. Enter concise description 

Microsoft guidance on Alternative Text | microsoft.org

Links must be clearly indicate destination. 

WCAG alignment: Link Purpose (2.4.4) | w3.org

Use: 

  • “View program requirements” 
  • “Access tutoring schedule” 

Avoid: 

  • “Click here” 
  • Long pasted URLs 

When using charts or graphs: 

  • Include clear titles 
  • Label axes 
  • Explain key points verbally or in notes 
  • Ensure color is not the only indicator 

Provide context so all users understand the information presented. 

If slides include video or audio: 

  • Ensure video includes captions 
  • Avoid auto-play when possible 
  • Provide transcript if needed 
  • Confirm audio clarity 

WCAG alignment: Captions (Prerecorded) 1.2.2 | w3.org

When presenting live or virtually: 

  • Verbally describe key visuals 
  • Read important on-screen text aloud 
  • Use clear pacing 
  • Enable captions in virtual meetings 
  • Ensure shared slides are accessible 

Accessible presentation practices support all participants. 

Use Accessibility Checker (Required) 

Before sharing or posting slides: 

  1. Select “Review” 
  2. Choose “Check Accessibility” 
  3. Resolve identified issues 
  4. Re-run checker 

Microsoft Accessibility Checker | microsoft.com

Common Issues to Avoid 

  • Blank slides without titles 
  • Missing alt text 
  • Low contrast text 
  • Overcrowded slides 
  • Using color alone to convey meaning 
  • Posting uncaptioned media 
  • Using images of text 

Quality and Professional Standards 

Accessible presentations must also be: 

  • Well organized 
  • Visually clear 
  • Professionally formatted 
  • Easy to read 
  • Focused on key points 

Accessible design improves clarity for all audiences. 


Quick Check Before Sharing 

Before posting or presenting: 

  • Do all slides have titles? 
  • Are layouts used correctly? 
  • Is text readable and high contrast? 
  • Do images include alt text? 
  • Are videos captioned? 
  • Does Accessibility Checker pass? 

If yes, the presentation is ready for use. 
  

Digital Accessibility Menu