PowerPoint Accessibility: Start with the Intention

For many instructors, PowerPoint is a go-to format for presenting lecture content and visual explanations. When designed intentionally, PowerPoint files can be highly accessible. However, slides that rely on visual layout alone, such as manually placed text boxes, images without alternative text, or recorded narration without captions, can create significant barriers for students using assistive technologies.

Before uploading a PowerPoint file to your course, pause and ask the Foundational Question:

Does this content need to be delivered as a PowerPoint file?

In many cases, content may be more accessible when presented as a Canvas Page or as a Panopto video, both of which provide greater flexibility for screen readers, captions, and navigation. PowerPoint files uploaded directly to Canvas often receive lower accessibility scores if they include audio, complex visuals, or unstructured content.

If the answer is Yes, this content needs to remain a PowerPoint, accessibility must be built into the slides from the beginning—not added later.

Design PowerPoints with Accessibility in Mind

• Use built-in slide layouts rather than manually positioned text boxes.
• Ensure every slide has a unique, descriptive title.
• Add alternative text to all meaningful images, charts, and graphics.
• Verify reading order so content is read logically by screen readers.
• Maintain sufficient color contrast and avoid using color alone to convey meaning.

Plan for Audio and Narration

• Any recorded narration must include accurate captions.
• If narration is essential, consider exporting the PowerPoint as a video and hosting it in Panopto, where captions, transcripts, and navigation tools are automatically supported.

Starting with intention helps ensure that PowerPoint files are not only visually effective but also inclusive and usable for all students. If you are unsure whether a PowerPoint should remain a slide deck or be converted to another format, contact your IDEAS liaison for guidance.