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This guide covers accessibility for presentation slides: PowerPoint, Google Slides, and similar tools. Presentations are a staple of teaching and professional communication. When slides are accessible, they work better for everyone: the presenter (who has a cleaner, more organized presentation), sighted attendees (who can read and understand content), and people using assistive technologies (who can access content meaningfully). This guide covers practical steps to make accessible presentations.

Why this matters

Slides shape how people learn: Slides are often the main visual tool in lectures and presentations. When slides are poorly designed or inaccessible, they impede learning for all attendees.

Slides are used by diverse audiences: Presentations are attended by people with different abilities: people with low vision, people using screen readers, people with motor disabilities, people with attention challenges, and more.

Accessible slides are better slides: Best practices for accessibility (clear headings, readable fonts, high contrast, meaningful images) are also best practices for good design. Accessible slides are more professional and effective.

 

Slide layouts and structure

How you build your slides matters. Start with the right layout and structure.

Use built-in slide layouts:

  • Never start with a blank slide. Always use a built-in layout template (title slide, title and content, two columns, etc.).
  • Built-in layouts have proper structure: heading, content areas, and logical arrangement.
  • They’re accessible by default; custom layouts often aren’t.
  • If you need a custom layout, modify an existing template rather than starting from scratch.

Avoid custom text boxes:

  • Never put important content in text boxes you’ve drawn. These aren’t part of the slide structure and screen readers may not find them.
  • Use the built-in content placeholders instead.
  • If you must use a text box, minimize it and keep it supplementary (not essential content).

Slide structure:

  • Each slide should have a title (even if it’s a section break or transitional slide).
  • Keep content organized and uncluttered. Slides shouldn’t be overcrowded.
  • Use a consistent structure across slides (same background, fonts, placement of elements).
  • Maintain a logical slide order. Someone looking at the slide sorter pane should understand the presentation flow.

 

Reading order and content flow

The order in which content appears matters, especially for people using screen readers.

Logical reading order:

  • Content should be in a logical order: title first, then main content, then any supplementary information.
  • PowerPoint and Google Slides usually handle this automatically if you use built-in layouts.
  • If you’ve customized slides significantly, you may need to manually set reading order (in PowerPoint: right-click object > Send to Back/Forward).
  • Google Slides automatically reads content in tab order, so make sure tab order is logical.

Master slide consistency:

  • Use the same master slide (template) throughout your presentation.
  • This ensures consistent structure and reading order across all slides.
  • Avoid mixing different master slides or creating custom variations of them.

Tab order in interactive presentations:

  • If your slides contain interactive elements (buttons, links), ensure Tab order is logical.
  • In PowerPoint, you can set tab order by right-clicking objects and choosing “Selection Pane” to see order.

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Images and visual elements

Images are a powerful tool in presentations. Make sure they’re accessible.

Alt text for images:

  • Every image in your presentation needs alt text that describes what the image shows.
  • Write alt text as you would describe the image to someone who can’t see it.
  • For decorative images (that don’t convey important information), mark as decorative (empty alt text).
  • For complex images or charts, alt text alone may not be enough (see next section).

In PowerPoint: Right-click image > Format Picture > Alt Text (or Insert > Picture > Format Picture > Alt Text).

In Google Slides: Right-click image > Alt text.

Charts, graphs, and data visualizations:

  • Charts are common in presentations. Static alt text isn’t sufficient; people need access to the data.
  • Provide the data in a table format, either in the slide or in speaker notes or handout.
  • Describe trends and key takeaways verbally: “This chart shows growth over three years, peaking in 2023.”
  • If you’re presenting the chart, talk through it point by point.
  • Learn more about making data visualizations accessible.

Screenshots and diagrams:

  • Screenshots need descriptions of what they show.
  • For diagrams or flowcharts, describe the relationships and flow: “This diagram shows three stages: input, processing, and output.”
  • If the visual is essential for understanding, consider having a text-based version as a backup (in notes or handout).

Learn more about writing effective image alt text.

 

Slide titles and headings

Every slide should have a title. Titles help organize content and help people navigate.

Title every slide:

  • Every slide should have a unique, descriptive title.
  • Even transitional slides or section breaks should have titles: “Part 2: Case Studies” or “Questions?”
  • Titles should not be hidden (if you don’t want them visible, that’s okay, but they should be in the title placeholder, not deleted).

Descriptive titles:

  • Titles should describe the slide content, not just be generic: “Case Study 1: Company X” instead of “Case Study.”
  • For question slides: “Questions?” or “Discussion: Climate Solutions.”
  • Titles help people navigate and understand structure.

Heading hierarchy:

  • While slides don’t have formal heading hierarchy like documents, titles should be consistent in formatting and prominence.
  • Use consistent font, size, and color for titles across all slides.
  • Don’t vary significantly in how titles appear (don’t make some huge and some small).

Learn more about headings and structure.

 

Text design and readability

Slides are read from a distance (by audience members sitting in a room or joining online). Make text readable.

Font size:

  • Minimum 24pt for body text. Many presentations use even larger (32-40pt or more).
  • Headings should be larger: 44pt or larger for slide titles.
  • Remember: people are reading from a distance. Bigger is better than smaller.
  • Test your slides by standing across the room. Can you read them easily?

Font choice:

  • Use sans-serif fonts (Arial, Verdana, Calibri, or modern fonts like Trebuchet) for better readability on screens.
  • Avoid serif fonts (like Times New Roman) for body text on slides.
  • Avoid highly decorative or script fonts; they’re harder to read.
  • Use one or two consistent fonts throughout the presentation, not many different fonts.

Color and contrast:

  • Text must have sufficient contrast with background (4.5:1 ratio for WCAG AA).
  • Use dark text on light background or light text on dark background.
  • Avoid combinations like blue text on black background or light yellow on white.
  • Test color combinations with a contrast checker if you’re unsure.
  • Avoid using only color to convey information. Use text labels or patterns too.

Text density:

  • Don’t overcrowd slides with text. Use bullet points, not full sentences or paragraphs.
  • Maximum 5-6 bullet points per slide; 1-2 lines per bullet point.
  • Use space. White space makes slides easier to read.
  • If you have a lot to say, split it across multiple slides or use speaker notes (see next section).

Text alignment and styling:

  • Left-align text, not centered. Centered text is harder to read.
  • Use bold or italic sparingly for emphasis. Excessive styling makes text hard to read.
  • Avoid all caps for large blocks of text. Mixed case is easier to read.
  • Avoid justified text (aligned to both left and right); use left-aligned.

Learn more about appropriate font size and text readability.

Learn more about color contrast requirements.

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Speaker notes and handouts

Speaker notes and handouts provide context and detailed information that doesn’t fit on slides.

Speaker notes:

  • Add speaker notes to slides with complex information, numbers, or details.
  • Use notes to explain charts, provide data, or give context for images.
  • Notes can include scripts for what to say, reminders about timing, and cues for interactive elements.
  • Notes are not visible to audience (unless you’re sharing notes view) but help you present effectively.
  • In PowerPoint: View > Notes Page or click Notes pane at bottom.
  • In Google Slides: View > Speaker notes.

Handouts for attendees:

  • Create a handout version of your slides that attendees can take home or reference.
  • Handouts can be a printout of slides (with space for notes) or a separate document with key information.
  • Handouts help people who need to focus on content rather than taking notes, and provide accessible alternative format.
  • Make handouts accessible (use good contrast, readable fonts, alt text for images).
  • In PowerPoint: File > Print > Print Layout > Handouts (2, 3, or 6 slides per page).
  • In Google Slides: File > Print > choose layout > Print/Save as PDF.

Sharing notes with attendees:

  • After the presentation, share speaker notes or a transcript with attendees.
  • This helps people who missed details, people using screen readers, non-native speakers, and people reviewing later.
  • Format notes as a readable document (Word or PDF), not just the raw speaker notes.

 

PowerPoint accessibility tools

PowerPoint has built-in tools to help you create accessible presentations.

Accessibility Checker:

  • Review tab > Check Accessibility.
  • Scans your presentation for common accessibility issues (missing alt text, small fonts, poor contrast, etc.).
  • Provides explanations and suggestions for fixing each issue.
  • Run this before finalizing your presentation.

Format Pane (for alt text and other properties):

  • Right-click any object (image, text box, shape) > Format Picture/Shape.
  • Go to Alt Text and add descriptions.
  • Also check positioning, visibility, and other properties.

Design Ideas (for better layout suggestions):

  • PowerPoint’s Design Ideas suggest layouts and visual improvements.
  • Some suggestions improve accessibility (better contrast, larger text), so pay attention to them.

Presenter View (for presenting accessibly):

  • Use Presenter View when presenting. It shows you speaker notes, slide sorter, and timer while audience sees slides.
  • You can see all your notes and reminders without attendees seeing them.
  • Alt+F5 or Slideshow > Set Up Show > Presenter View.

 

Google Slides accessibility

Google Slides has similar accessibility features to PowerPoint. Here are key differences and tips.

Accessibility checker:

  • Tools > Accessibility checker.
  • Shows issues in real-time as you work.
  • Similar to PowerPoint, flags missing alt text, low contrast, etc.

Alt text:

  • Right-click any image > Alt text > Add description.
  • Always add alt text to images before publishing.

Slides and layouts:

  • Use built-in layouts, not blank slides.
  • Each slide should have a title.
  • Tab order follows the order of elements; ensure logical order.

Sharing and publishing:

  • You can share slides directly with specific people or publish a link.
  • Make sure viewers have appropriate access (viewer, commenter, editor).
  • Published slides are accessible through the web to people with the link.

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Exporting slides as PDF

Sometimes you’ll export slides to PDF (for distribution, printing, or sharing). Ensure the PDF is accessible.

Best practices for exporting:

  • Before exporting, run PowerPoint’s Accessibility Checker and fix any issues.
  • In PowerPoint: File > Export > Create PDF > options.
  • In Google Slides: File > Download > PDF Document (.pdf).
  • Use “Export as PDF,” not “Print to PDF,” to preserve structure.

Testing the PDF:

  • After exporting, open the PDF and verify it looks correct.
  • Check that text is searchable (not an image-based PDF).
  • Test with a screen reader to ensure structure is preserved.
  • Verify fonts are readable and contrast is sufficient.

Potential PDF issues:

  • PDFs can lose structure if exported incorrectly.
  • If you export to PDF, warn recipients: “Source file is PowerPoint; consider requesting that instead if you need an editable version.”
  • For sharing, consider providing both PDF and source file (PowerPoint or Google Slides) so people have options.

Learn more about creating accessible PDFs.

 

WCAG criteria for accessible slides

Creating accessible presentations aligns with Web Content Accessibility Guidelines (WCAG) 2.1 standards. Key criteria include:

 

Common mistakes to avoid

  • Using text boxes instead of slide layouts: Text boxes don’t have semantic meaning. Screen readers can’t tell if a text box is a heading or body text. Always use proper slide layouts with designated heading, body, and content areas.
  • Skipping alt text on images: Many presenters skip alt text, thinking only sighted people will see slides. Wrong – slides are shared, recorded, presented to various audiences. Always add descriptive alt text to every image.
  • Using complex animations: Animations that distract, flash, or change content unpredictably can be problematic for people with cognitive disabilities or photosensitivity. Keep animations simple (fade-in, slide-in) and meaningful, not decorative.
  • Not setting reading order: In PowerPoint and Google Slides, elements can be clicked or read in a confusing order if not set correctly. Test the reading order by using the outline or testing with a screen reader. Fix the order if it doesn’t match visual layout.
  • Not running the accessibility checker: Both PowerPoint and Google Slides have built-in accessibility checkers. Running them won’t catch everything, but they flag common issues. Use this tool before finalizing slides.
  • Making slides that only work as a visual presentation: If your slides only make sense while you’re talking, they won’t be accessible as a standalone document or to someone using a screen reader. Slides should be somewhat understandable on their own.

 

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Getting help

UGA’s Digital Accessibility Services Hub (DASH) is here to support you. Whether you need guidance on making your content accessible, help troubleshooting an issue, or training for your team, we are ready to help.

Accessibility is a shared responsibility, and every step you take makes UGA’s digital environment more inclusive.

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Learn More About Digital Accessibility

Learn about the new federal rules regarding web accessibility from the U.S. Department of Justice and web content accessibility guidelines.

DOJ Web Accessibility Rule WCAG 2.1 Guidelines