As you create presentations, use the following common practices to help ensure accessibility and usability for everyone.
Descriptive file name
- Provide a descriptive document file name and title (Indiana University)
- Microsoft video on creating accessible file names
Clear and concise content
- Write in plain language, avoiding jargon.
- Use a unique title on each slide.
Design and slide layout
- Use accessible PowerPoint templates.
- Use slide layouts to ensure consistent structure.
- Make changes to the template design within the slide master.
- Check slide reading order.
Color and contrast
- Ensure the contrast ratio between text and background colors is at least 4.5:1 for normal text and 3:1 for large text (at least 18 point (typically 24px) or 14 point (typically 18.66px) and bold).
- Avoid gold on white: Accessible Text & Color.
- Visit the Check Accessibility webpage for a list of contrast checkers.
- Do not use color as the only method to convey meaning.
- Include an additional descriptive component such as text, patterns, or shapes.
- Learn more about Contrast and Color Accessibility (WebAIM).
Readability and text formatting
- Use sans serif fonts (such as Arial or Helvetica).
- Use a font size of about 24 points or larger.
- Be concise. Your presentation should have more slides with fewer words per slide.
- Use bullets and ordered lists.
Accessible link text
- Link text should make the destination of the link clear.
- Avoid phrases like “click here,” “learn more,” and “read more.”
- Visit WebAIM’s article on Link Text and Appearance to learn more.
- Add accessible hyperlink text and ScreenTips
Accessible images and visuals
- Explore the DIAGRAM Center guide for how to describe non-text content for charts and graphs.
- Learn how to add alt text to visuals in Microsoft PowerPoint.
- Use the Alternative (Alt) Text Guide by The Ohio State University
Accessible audio and video
- Embedded media (video and audio files) need captions or subtitles.
- Add closed captions or subtitles to media in PowerPoint.
Check for accessibility
It is important to check the accessibility of digital content as you design, develop, or create it. The Check for Accessibility page has a list of commonly used checkers, guides, and checklists.