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Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals.

To find missing alternative text, use the .

Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.

Make sure slide contents can be read in the order that you intend.

Use the to find slides that have possible problems with reading order.

Try navigating your slides with a screen reader.

A screen reader reads the elements of a slide in the order they were added to the slide, which might be very different from the order in which things appear.

Add meaningful and accurate hyperlink text and ScreenTips.

To determine whether hyperlink text makes sense as standalone information, visually scan the slides in your presentation.

People who use screen readers sometimes scan a list of links.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

Ensure that color is not the only means of conveying information.

Select Start > Settings > Accessibility > Color filters. Turn on the Color filter switch, and then select Grayscale. Visually scan each slide in your presentation for instances of color-coding.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

Use sufficient contrast for text and background colors.

To find insufficient color contrast, use the .

You can also look for text in your presentation that’s hard to read or to distinguish from the background.

Strong contrast between text and background makes it easier for people with low vision or colorblindness to see and use the content.

Give every slide a unique title

To find slides that do not have titles, use the .

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

If you must use tables, create a simple table structure for data only, and specify column header information.

To ensure that tables don't contain split cells, merged cells, or nested tables, use the .

Screen readers keep track of their location in a table by counting table cells. 

Screen readers also use header information to identify rows and columns.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text merge or distort.

Make videos accessible to people who are blind or have low vision or people who are deaf or hard-of-hearing.

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to people who are blind or have low vision.

Create accessible PDFs or other file formats of your presentation.

Include accessibility tags to PDF files you create from your presentation. The tags make it possible for screen readers and other assistive technologies to read and navigate a document.

You can also save the presentation in a format that can be ported to a Braille reader.

Check accessibility while you work

The Accessibility Checker is a tool that reviews your content and flags accessibility issues it comes across. It explains why each issue might be a potential problem for someone with a disability. The Accessibility Checker also suggests how you can resolve the issues that appear.

In PowerPoint, the Accessibility Checker runs automatically in the background when you're creating a document. If the Accessibility Checker detects accessibility issues, you will get a reminder in the status bar.

To manually launch the Accessibility Checker, select Review > Check Accessibility. The Accessibility pane opens, and you can now review and fix accessibility issues. For more info, go to .

Tip: Use the Accessibility Reminder add-in for Microsoft 365 to notify authors and contributors of accessibility issues in their documents. With the add-in, you can quickly add reminder comments that spread awareness of accessibility issues and encourage the use of the Accessibility Checker. For more info, go to Use the Accessibility Reminder to notify authors of accessibility issues.

Create accessible slides

The following procedures describe how to make the slides in your PowerPoint presentations accessible. For more info, go to Video: Create slides with an accessible reading order and Video: Design slides for people with dyslexia.

Avoid using tables

In general, avoid tables if possible and present the data another way, like paragraphs with headings. Tables with fixed width might prove difficult to read for people who use Magnifier, because such tables force the content to a specific size. This makes the font very small, which forces Magnifier users to scroll horizontally, especially on mobile devices.

If you have to use tables, use the following guidelines to make sure your table is as accessible as possible:

• Avoid fixed width tables.

• Make sure the tables render properly on all devices, including phones and tablets.

• If you have hyperlinks in your table, edit the link texts, so they make sense and don't break mid-sentence.

• Make sure the slide content is easily read with Magnifier. View it on a mobile device to make sure people won’t need to horizontally scroll the slide on a phone, for example.

• Use table headers.

• Test accessibility with Immersive Reader.

Add alt text to visuals

Alt text helps people who use screen readers to understand what’s important in the visuals in your slides. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

In alt text, briefly describe the image, its intent, and what is important about the image. Screen readers read the description to users who can’t see the content.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of." For more info on how to write alt text, go to .

Avoid using text in images as the sole method of conveying important information. If you use images with text in them, repeat the text in the slide. In alt text of such images, mention the existence of the text and its intent. 

PowerPoint for PC in Microsoft 365 automatically generates alt texts for photos, stock images, and the PowerPoint icons by using intelligent services in the cloud. Always check the autogenerated alt texts to make sure they convey the right message. If necessary, edit the text. For charts, SmartArt, screenshots, or shapes, you need to add the alt texts manually.

For the step-by-step instructions on how to add or edit alt text, go to and Video: Improve image accessibility in PowerPoint.

Tips: 

• In the Alt Text pane, spelling errors are marked with a red squiggly line under the word. To correct the spelling, right-click the word and select from the suggested alternatives.

• In the Alt Text pane, you can also select Generate a description for me to have Microsoft cloud-powered intelligent services create a description for you. You see the result in the alt text field. Remember to delete any comments PowerPoint added there, for example, "Description automatically generated."

To find missing alternative text, use the Accessibility Checker.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Create accessible hyperlink text and add ScreenTips

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, avoid using link texts such as "Click here," "See this page," Go here," or "Learn more." Instead include the full title of the destination page. You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

Tip:  If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Create more with Microsoft templates.

For the step-by-step instructions on how to create hyperlinks and ScreenTips, go to .

Use accessible font format and color

An accessible font doesn't exclude or slow down the reading speed of anyone reading a slide, including people with low vision or reading disability or people who are blind. The right font improves the legibility and readability of the text in the presentation.

For the step-by-step instructions on how to change fonts in PowerPoint go to or Change the default font in PowerPoint.

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

Currently, only PowerPoint for Windows supports insertion and playback of closed captions or subtitles that are stored in files separate from the video. For all other editions of PowerPoint (such as PowerPoint for macOS or the mobile editions), closed captions or subtitles must be encoded into the video before they are inserted into PowerPoint.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings to adjust how the closed captions or subtitles are displayed. For more information, see Closed Caption file types supported by PowerPoint.

Closed captions, subtitles, and alternative audio tracks are not preserved when you use the or Optimize Media Compatibility features. Also, when , closed captions, subtitles, or alternative audio tracks in the embedded videos are not included in the video that is saved.

When you use the Save Media as command on a selected video, closed captions, subtitles, and multiple audio tracks embedded in the video are preserved in the video file that is saved.

To make your PowerPoint presentations with videos accessible, ensure the following:

• Videos include an audio track with video descriptions, if needed, for users who are blind or have low vision.

• Videos that include dialogue also include closed captions, in-band closed captions, open captions, or subtitles in a supported format for users that are deaf or hard-of-hearing.

For more information, refer to . 

Save your presentation in a different format

You can save your presentation in a format that can be easily read by a screen reader or be ported to a Braille reader. For instructions, go to Video: Save a presentation in a different format or . Before converting a presentation into another format, make sure you run the Accessibility Checker and fix all reported issues.

Test accessibility with a screen reader

When your presentation is ready and you've run the Accessibility Checker to make sure it is inclusive, you can try navigating the slides using a screen reader, for example, Narrator. Narrator comes with Windows, so there's no need to install anything. This is one additional way to spot issues in the navigation order, for example.

1. Start the screen reader. For example, to start Narrator, press Ctrl+Windows logo key+Enter.

2. Press F6 until the focus, the blue rectangle, is on the slide content area.

3. Press the Tab key to navigate the elements within the slide and fix the navigation order if needed. To move the focus away from the slide content, press Esc or F6.

4. Exit the screen reader. For example, to exit Narrator, press Ctrl+Windows logo key+Enter.

See also

Rules for the Accessibility Checker

Everything you need to know to write effective alt text

Use the Accessibility Reminder to notify authors of accessibility issues

Closed Caption file types supported by PowerPoint

Mac: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals.

Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

To find missing alternative text, use the .

Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alternative text, briefly describe the image and mention the existence of the text and its intent.

Make sure slide contents can be read in the order that you intend.

Use the to find slides that have possible problems with reading order.

When someone who can see reads a slide, they usually read things, such as text or a picture, in the order the elements appear on the slide. In contrast, a screen reader reads the elements of a slide in the order they were added to the slide, which might be very different from the order in which things appear.

To make sure everyone reads the contents in the order you intend, it's important to check the reading order.

When creating a new slide, use the built-in slide designs.

PowerPoint contains built-in slide layouts that you can apply to any slide. When you use them with a new slide, these layouts automatically make sure that the reading order works for everyone.

Add meaningful hyperlink text and ScreenTips.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the slides in your presentation.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page. You can even use the URL of the page if it's short and descriptive, for example, www.microsoft.com.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

Ensure that color is not the only means of conveying information.

Enable the grayscale color filter in System Preferences > Accessibility > Display > Color Filters. In older versions of macOS, go to System Preferences > Accessibility > Display and check Grayscale. Visually scan the slides in your presentation.

People who are blind, have low vision, or are colorblind 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.

Use sufficient contrast for text and background colors.

To find insufficient color contrast, use the .

You can also look for text in your spreadsheet that’s hard to read or to distinguish from the background.

Use strong contrast between text and background, so people with low vision can see and use the content. Use dark text on a white or off-white background, or reverse it and use white text on a dark background.

White and black schemes also make it easier for people who are colorblind to distinguish text and shapes.

Give every slide a unique title.

To find slides that do not have titles, use the .

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

Use a simple table structure for data only, and specify column header information.

To ensure that tables don't contain split cells, merged cells, or nested tables, use the .

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point.

Screen readers also use header information to identify rows and columns.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they might benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users.

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.

Add alt text to visuals in Microsoft 365

The following procedures describe how to add alt text to visuals in your PowerPoint presentations in Microsoft 365:

Notes: 

• For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

• To enable right-click on your Mac, make sure that the Secondary click option is selected in System Preferences.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

PowerPoint does not automatically generate alt texts for images. If you want to add an image that is an icon, screenshot, or other image that is not a photograph, you need to add the alt texts manually.

1. Do one of the following:

   • Right-click an image. Select Edit Alt Text....

     

   • Select an image. Select Picture Format > Alt Text.

     

   The Alt Text pane opens on the right side of the slide.

2. Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to visuals in Office 2019

The following procedures describe how to add alt text to visuals in your PowerPoint presentations in Office 2019:

Notes: 

• For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

• To enable right-click on your Mac, make sure that the Secondary click option is selected in System Preferences.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

To make your presentations accessible to wider audiences, add alt texts to the images in your slides. PowerPoint does not automatically generate alt texts.

1. Do one of the following:

   • Right-click an image. Select Edit Alt Text....

     

   • Select an image. Select Picture Format > Alt Text.

     

   The Alt Text pane opens on the right side of the slide.

2. Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: You can also select Generate a description for me to have Microsoft's cloud-powered intelligent services create a description for you. This takes a moment, after which you see the result in the text entry field. Remember to delete any comments PowerPoint added there, for example, "Description generated with high confidence."

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to visuals in Office 2016

The following procedures describe how to add alt text to visuals in your PowerPoint presentations in Office 2016:

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.

1. Right-click an image.

2. Select Format Picture.

3. In the Format Picture pane, select Size & Properties.

4. Select Alt Text and then type a description for the image.

   Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to SmartArt graphics

1. Right-click a SmartArt graphic.

2. Select Format SmartArt, and then select Shape Options.

3. In the Format Shape pane, select Size & Properties.

4. Select Alt Text and then type a description for the SmartArt graphic.

   Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Use the following procedure to add alt text to shapes, including shapes within a SmartArt graphic.

1. Right-click a shape.

2. Select Format Shape.

3. In the Format Shape pane, select Size & Properties.

4. Select Alt Text and then type a description for the shape.

   Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to charts

1. Right-click a chart.

2. Select Format Chart Area.

3. In the Format Chart Area pane, on the Chart Options tab, select Size & Properties.

4. Select Alt Text and then type a description for the chart.

   Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your PowerPoint presentations accessible.

Add hyperlink text and ScreenTips

1. Select the text to which you want to add the hyperlink, and then right-click.

2. Select Hyperlink. The text you selected displays in the Text to Display box. This is the hyperlink text.

3. If necessary, change the hyperlink text.

4. In the Address box, enter the destination address for the hyperlink.

5. Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

   Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Create more with Microsoft templates.

6. To apply the changes, select OK > OK.

Use an accessible slide design

Use one of the included accessible templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. They are also designed so that screen readers can more easily read the slide content.

1. To find an accessible template, select File > New from Template.

2. In the Search all templates text field, type accessible templates and press Return.

3. In the search results, select a suitable template.

Use table headers

1. Position the cursor anywhere in a table.

2. On the Table Design tab, select the Header Row check box.

3. Type column headers.

Format text for accessibility

1. Select your text.

2. Select the Home tab.

3. Use the options for font type, size, style, and color to format your text.

Create bulleted lists

1. Position the cursor anywhere in your slide.

2. Select the Home tab.

3. Select the Bullets button.

4. Type the text you want for each bullet item in the list.

Create ordered lists

1. Position the cursor anywhere in your slide.

2. Select the Home tab.

3. Select the Numbering button.

4. Type the text you want for each numbered item in the list.

Make slides accessible

The following procedures describe how to make the slides in your PowerPoint presentations accessible. (See for related information.)

Use unique slide titles

1. To restore all placeholders for the selected slide, on the Home tab, select Reset.

2. On the slide, type a unique and descriptive title.

Set the reading order of slide contents

Use the Selection Pane to set the order in which the screen readers read the slide contents. When the screen reader reads this slide, it reads the objects in the reverse of the order they are listed in the Selection Pane.

1. On the Home tab, select Arrange.

2. In the Arrange menu, select Selection Pane.

3. In the Selection Pane, to change the reading order, drag and drop items to the new location.

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

Closed captions or subtitles must be encoded into the video before it is inserted into PowerPoint. PowerPoint does not support closed captions or subtitles that are stored in a separate file from the video file.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings to adjust how the closed captions or subtitles are displayed. For more information, see Closed Caption file types supported by PowerPoint.

Closed captions, subtitles, and alternative audio tracks are not preserved when you use the Compress Media or Optimize Media Compatibility features. Also, when turning your presentation into a video, closed captions, subtitles, or alternative audio tracks in the embedded videos are not included in the video that is saved.

When you use the Save Media as command on a selected video, closed captions, subtitles, and multiple audio tracks embedded in the video are preserved in the video file that is saved.

To make your PowerPoint presentations with videos accessible, ensure the following:

• Videos include an audio track with video descriptions, if needed, for users that are blind or visually impaired.

• Videos that include dialogue also include closed captions, in-band closed captions, open captions, or subtitles in a supported format for users that are deaf or hard of hearing.

See also

Rules for the Accessibility Checker

Everything you need to know to write effective alt text

Closed Caption file types supported by PowerPoint

iOS: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all visuals and tables.

Visual content includes pictures, shapes, charts, embedded objects, ink, and videos.

Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alt text, briefly describe the image and mention the existence of the text and its intent.

Ensure that color is not the only means of conveying information.

People who are blind, have low vision, or are colorblind 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.

Use sufficient contrast for text and background colors.

The text in your presentations should be readable in High Contrast mode so that everyone, including people with visual disabilities, can see it well.

For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.

Use a simple table structure for data only, and specify column header information.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point.

Screen readers also use header information to identify rows and columns.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they might benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.

Add alt text to images, tables, charts, and shapes

Add alt text to images, tables, charts, shapes and other visual elements, so that screen readers can read the text to describe the element to users who can’t see it.

1. Select the element, for example, an image.

2. To open the related tab, for example, the Picture tab, tap the Show Ribbon button

   
   .

3. Tap Alt Text and type a description for the element. For example, describe the content of the image.

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren’t missing any important information. 

1. Select the visual, for example, a picture or chart.

2. To open the related tab, for example, the Picture tab, select the Show Ribbon button

   
   .

3. Select Alt Text.

4. Select the Mark as decorative toggle button, and then select Done.

Use an accessible slide design

Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. They are also designed so that screen readers can more easily read the slide content.

1. Select a slide.

2. To open the Home tab, tap the Show Ribbon button

   
   .

3. Tap Home > Design.

4. Tap Themes and then select the theme you want.

Use table headers

1. Position the cursor anywhere in a table.

2. To open the Table tab, tap the Show Ribbon button

   
   .

3. Tap Style Options and then select Header Row.

4. In your table, type the column headings.

Format text for accessibility

1. Select your text.

2. To open the Home tab, tap the Show Ribbon button

   
   .

3. On the Home tab, select your text formatting options.

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

Closed captions or subtitles must be encoded into the video before it is inserted into PowerPoint. PowerPoint does not support closed captions or subtitles that are stored in a separate file from the video file.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings to adjust how the closed captions or subtitles are displayed.

Closed captions, subtitles, and alternative audio tracks are not preserved when you use the Compress Media or Optimize Media Compatibility features. Also, when turning your presentation into a video, closed captions, subtitles, or alternative audio tracks in the embedded videos are not included in the video that is saved.

When you use the Save Media as command on a selected video, closed captions, subtitles, and multiple audio tracks embedded in the video are preserved in the video file that is saved.

To make your PowerPoint presentations with videos accessible, ensure the following:

• Videos include an audio track with video descriptions, if needed, for users that are blind or visually impaired.

• Videos that include dialogue also include closed captions, in-band closed captions, open captions, or subtitles in a supported format for users that are deaf or hard of hearing.

See also

Rules for the Accessibility Checker

Everything you need to know to write effective alt text

Closed Caption file types supported by PowerPoint

Android: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all images, shapes, and tables.

Alt text helps people who can’t see the screen to understand what’s important in images and shapes.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In alt text, briefly describe the image and mention the existence of the text and its intent.

Ensure that color is not the only means of conveying information.

People who are blind, have low vision, or are colorblind 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.

Use sufficient contrast for text and background colors.

The text in your presentations should be readable in High Contrast mode so that everyone, including people with visual disabilities, can see it well.

For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.

Use a simple table structure for data only, and specify column header information.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point.

Screen readers also use header information to identify rows and columns.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they might benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your PowerPoint presentations.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren’t missing any important information.

1. To open the Alt Text pane, select an image.

2. To open the formatting menu for the visual, tap the Show Commands button

   
   .

3. Scroll down to Alt Text, and then tap it.

4. Tap the Decorative check box. The text entry field becomes grayed out.

   

Use an accessible slide design

Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. They are also designed so that screen readers can more easily read the slide content.

1. Select a slide.

2. To open the Home tab, tap the Show Commands button

   
   .

3. Tap Home > Design.

4. Tap Themes, and then select the theme you want.

   

Use table headers

1. Position the cursor anywhere in a table.

2. To open the Table tab, tap the Show Commands button

   
   .

3. Tap Style Options, and then select Header Row.

   Tip: When the option is already selected, it’s grayed out.

4. In your table, type the column headings.

   

Format text for accessibility

1. Select your text.

2. To open the Home tab, tap the Show Commands button

   
   .

3. On the Home tab, select your text formatting options.

   

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files. 

Closed captions or subtitles must be encoded into the video before it is inserted into PowerPoint. PowerPoint does not support closed captions or subtitles that are stored in a separate file from the video file.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings you can use to adjust how the closed captions or subtitles are displayed. 

Closed captions, subtitles, and alternative audio tracks are not preserved when you use the Compress Media or Optimize Media Compatibility features. Also, when turning your presentation into a video, closed captions, subtitles, or alternative audio tracks in the embedded videos are not included in the video that is saved.

When you use the Save Media as command on a selected video, closed captions, subtitles, and multiple audio tracks embedded in the video are preserved in the video file that is saved. 

To make your PowerPoint presentations accessible, ensure the following:

• Videos include an audio track with video descriptions, if needed, for users that are blind or visually impaired.

• Videos that include dialogue also include closed captions, in-band closed captions, open captions, or subtitles in a supported format for users that are deaf or hard of hearing.

See also

Rules for the Accessibility Checker

Everything you need to know to write effective alt text

Office Online: Best practices for making PowerPoint for the web presentations accessible

The following table includes key best practices for creating PowerPoint for the web presentations that are accessible to people with disabilities.

What to fix

How to find it

Why fix it

How to fix it

Include alternative text with all visuals and tables.

Visual content includes pictures, SmartArt graphics, shapes, groups, embedded objects, and videos.

To find missing alternative text, use the .

Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alt text, briefly describe the image and mention the existence of the text and its intent.

Add meaningful hyperlink text.

To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the slides in your presentation.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page. You can even use the URL of the page if it's short and descriptive, for example, www.microsoft.com.

Ensure that color is not the only means of conveying information.

Go to Windows settings and enable the grayscale filter in Settings > Ease of Access > Color Filters. Visually scan each slide in your presentation for instances of color-coding.

People who are blind, have low vision, or are colorblind 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.

Circle or use animation to highlight information, rather than relying on laser pointers or color.

Add shapes if color is used to indicate status. For example, add a checkmark symbol if green is used to indicate “pass” and an uppercase X if red indicates “fail”.

Use sufficient contrast for text and background colors.

To find insufficient color contrast, look for slide text that’s hard to read or to distinguish from the background.

The text in your presentations should be readable so that everyone, including people with visual disabilities, can see it well.

For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.

Avoid using orange, red, and green in your template and text.

Use patterns in graphs, instead of color, to highlight points of interest.

Give every slide a unique title.

Use the to find slides that don't have titles.

People who use screen readers and other assistive technology hear slide text, shapes, and content read back in a specific order. That’s why it’s a good practice to use the slide layouts in PowerPoint for the web, which ensure that content is read in a logical order by screen readers.

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

Use a simple table structure for data only, and specify column header information.

To ensure that tables don't contain split cells, merged cells, or nested tables use the .

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point.

Screen readers also use header information to identify rows and columns.

Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they might benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Note: The Accessibility Checker inspects your presentation for all issues that can be fixed in the browser. For a complete inspection, open your presentation in the desktop app and use the desktop Accessibility Checker for or .

Add alt text to images and tables

The following procedures describe how to add alt text to images and tables in your PowerPoint for the web presentations.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

1. Do one of the following:

   • Right-click an image. Select Edit Alt Text....

     

   • Select an image. Select Format > Alt Text.

     

2. Select Alt Text, and then type a description for the image.

Add alt text to SmartArt graphics

1. Select a SmartArt graphic.

2. Select Design > Alt Text.

3. Type a description for the SmartArt graphic.

Add alt text to shapes or embedded videos

1. Select a shape or video.

2. Select Format > Alt Text.

3. Type a description for the shape or video.

Add alt text to tables

1. Place the cursor in a cell of the table.

2. Select Layout > Alt Text.

3. Type a description for the table.

Make hyperlinks and tables accessible

The following procedures describe how to make the hyperlinks and tables in your PowerPoint for the web presentations accessible.

Add hyperlink text

1. Select the text to which you want to add the hyperlink, right-click, and select Link.

   The text you selected displays in the Display text box. This is the hyperlink text.

   Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Create more with Microsoft templates.

2. In the Address box, type or paste the destination URL.

3. Select Insert.

Use table headers

1. Position the cursor anywhere in a table.

2. On the Table Tools tab, select Design.

3. Select Header Row, and then type the column headings in the table.

Make slides accessible

The following procedures describe how to make the slides in your PowerPoint for the web presentations accessible.

Format text for accessibility

1. Select your text.

2. Select the Home tab.

3. In the Font group, select your formatting options.

Use unique titles for slides

1. Select a slide without a title.

2. On the Home tab, select Layout.

3. In the Slide Layout dialog box, select a slide layout that includes title placeholders, and then select Change Layout. The new layout is applied to the slides.

4. In the title placeholder, type a unique name.

Note: A title doesn’t necessarily have to be visible to be accessible. For example, people who use screen readers hear a slide’s title even if it isn’t visible. In the PowerPoint desktop version, you can use the Selection pane to turn visibility on or off for titles and other objects on a slide.

See also

Rules for the Accessibility Checker

Everything you need to know to write effective alt text

Closed Caption file types supported by PowerPoint

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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