Accessible PowerPoint: WCAG Guide
for Inclusive Presentations (2025)

Let’s get down to the “how-to.” How do you translate these principles into a genuinely accessible PowerPoint? Here’s an enriched, actionable guide:

• Start with an Accessible PowerPoint Template: PowerPoint offers built-in accessible templates. Utilize them! They are pre-designed with good contrast, readable fonts, and logical structures that screen readers can navigate more easily. (Source: Microsoft Support)
• Unique and Descriptive Slide Titles are Key: Every single slide must have a unique, descriptive title, even if you choose to hide it visually for design reasons (it can be positioned off-slide). This is absolutely crucial for screen reader users to navigate your presentation effectively. (Source: Microsoft Support)
• Ensure Readable Text:
  • Fonts: Opt for clear, sans-serif fonts like Arial, Calibri, or Verdana. Aim for at least 24pt for body text and 32pt+ for headings. While some sources suggest an 18pt minimum, larger is generally better for presentation readability. (Source: Berkeley)
  • Color Contrast: This is paramount. Ensure high contrast between text and its background (e.g., dark text on a light background or vice-versa). The WCAG AA standard mandates a minimum contrast ratio of 4.5:1 for normal text. Leverage tools like the WebAIM Contrast Checker to verify your choices. (Source: Berkeley)
  • Spacing: Avoid using justified text alignment, as it can create uneven spacing that hinders readability for some. Ensure line spacing is at least 1.5 times the font size within paragraphs, and that paragraph spacing is clearly distinct. (Source: Stark)
  • Emphasis: Use bold for emphasis. Avoid excessive italics or underlining (which can be visually confused with hyperlinks). Steer clear of ALL CAPS for extensive blocks of text.
• Provide Meaningful Alternative Text (Alt Text) for Visuals: All informative images, charts, graphs, and SmartArt must have descriptive alt text. This allows screen readers to convey the essential information contained in the visual.
  • Be descriptive yet concise: Focus on the meaning or purpose of the image, not just a literal description (e.g., “Bar graph illustrating a 30% increase in Q3 sales” is more helpful than “Bar chart”).
  • Mark purely decorative images as such (or hide them from assistive technologies) so screen readers can efficiently skip them.
• Design Accessible Charts & Graphs:
  • Don’t rely solely on color to convey information in charts or graphs. (Source: Berkeley) Augment color with patterns, distinct labels, different shapes, or direct data callouts. 
  • Ensure all labels and axis titles are clear, legible, and sufficiently large.
  • Provide a concise summary of the key insights from the chart directly in the slide text or detailed in the speaker notes.
  • Crucially, verbally describe the salient points of charts and graphs during your live presentation. (Source: Berkeley)
• Craft Meaningful Hyperlinks: Link text should clearly and accurately describe the destination (e.g., “Download the Full 2025 Accessibility Report” instead of a vague “Click Here”).
• Manage Reading Order Diligently: The visual arrangement of elements on your slide doesn’t always dictate the screen reader order. Use PowerPoint’s “Selection Pane” (accessible via the “Arrange” menu or the Accessibility Checker) to verify and adjust the reading order of all slide elements. (Source: Microsoft Support) Ensure it flows logically (typically: title, then main content, then supplementary elements).
• Ensure Multimedia Accessibility:
  • Provide accurate closed captions for all videos embedded in your presentation.
  • Offer comprehensive transcripts for any audio-only content.
• Construct Accessible Tables:
  • • Use tables exclusively for displaying tabular data, not for visual page layout.
    • Keep table structures as simple as possible. Avoid merged or split cells, which can confuse screen readers.
    • Clearly designate header rows (and first columns, if they serve as headers).
    • Provide concise alt text summarizing the table’s purpose and structure.
• Use Animations, Transitions, and Motion Thoughtfully:
  • • Employ animations and transitions subtly and with clear purpose. Their role should be to clarify information or guide audience attention, not merely for decorative effect. 
    • Be especially cautious with dynamic features like PowerPoint’s Morph transition. While visually engaging, complex or rapid motion can cause disorientation or even discomfort for some users (e.g., the “boat feeling”). (Source: Accessible Web)
    • Ensure animations do not auto-play for more than 5 seconds without providing user controls to pause, stop, or hide them (as per WCAG 2.2.2). (Source: Accessible Web)
    • Critically, ensure no on-screen content flashes more than three times in any one-second period. This is vital to prevent triggering seizures in photosensitive individuals (WCAG 2.3.1). (Source: Accessible Web)
• Embrace Plain Language: Avoid unnecessary jargon, complex acronyms (or spell them out on first use), and overly convoluted sentences. Clear, concise language benefits everyone, particularly those with cognitive disabilities or non-native English speakers. (Source: Berkeley)
• Proactively Share Your Slide Deck: Whenever feasible, provide your accessible slide deck to your audience before the presentation. This empowers individuals to follow along at their own pace, utilize their personal assistive technologies, or view text at their preferred size. (Source: Berkeley)