Accessibility in presentations is not just a technical requirement: it is a way to ensure that your message reaches all people, regardless of their visual, auditory, motor or cognitive abilities.
In this guide you will learn how to make accessible presentations step by step, with tips applicable to both PowerPoint and Google Slides.
What is an accessible presentation and why is it important?
An accessible presentation is one that can be understood, navigated and used by people with different types of disabilities.
This includes visual (contrast, legible typography), structural (reading order, hierarchical titles), and navigation (keyboard and screen reader support) adjustments.
According to WCAG 2.1 (Web Content Accessibility Guidelines) and regulations such as the ADA or EN 301 549, accessibility is not only a good practice, but in many contexts it is a legal obligation.
Start with an accessible template
Both PowerPoint and Google Slides offer templates designed with accessibility criteria in order to create an accessible presentation:
- Correct use of text frames and title hierarchy.
- Adequate contrast between text and background.
- Spaces to add alternative text to images.
In PowerPoint: Menu File → New → Search for “Accessible”.
In Google Slides: Use G Suite templates with predefined layouts and high-contrast colors.
Use predefined slide layouts
Avoid creating floating text boxes or placing elements without logical order.
Predefined layouts help maintain a reading order compatible with screen readers.
Check the reading order
Reading order defines how a screen reader will narrate the slide.
- In PowerPoint: Home → Selection → Selection Panel, drag to define the order.
- In Google Slides: Use the order and layers panel.
Add alt text to images
Alt text describes the image for people who cannot see it.
- In PowerPoint: Right click on the image → Edit alternative text.
- In Google Slides: Right click → Alt text.
Avoid phrases like “image of” and be specific:
No: Pretty image of a graph
Yes: Bar chart showing sales growth from 2019 to 2024
Use good color contrast
The ideal contrast recommended by WCAG 2.1 is:
- 4.5:1 for normal text.
- 3:1 for large text (more than 18 pt).
Useful tools:
- WebAIM Contrast Checker
- Accessible Colors
Choose legible fonts
- Use sans serif fonts (Arial, Calibri, Verdana).
- Minimum size: 18 pt.
- Avoid text in continuous capital letters.
Add subtitles and transcriptions
If your presentation includes video or audio:
- Use automatic subtitles (PowerPoint 365: Presentation with subtitles).
- Attach transcripts for people who are deaf or hard of hearing.
Make graphs and tables accessible
- Avoid depending only on color to convey information.
- Add clear labels and legends.
- Use data descriptions when possible.
Review with integrated tools
- PowerPoint: Review → Check accessibility.
- Google Slides: Use the “Grackle Slides” plugin for accessibility audit.
Regulations and standards that you should know
- European Accessibility Act
- WCAG 2.1: International web accessibility guidelines.
- ADA (USA): Accessibility and Non-Discrimination Act.
- EN 301 549: European standard on ICT accessibility.
- Section 508 (US): Requirements for digital products and services.
Conclusion
Making an accessible presentation is not complicated: it is a matter of planning from the beginning with inclusion criteria.
With these steps, your presentations will be clearer, more effective and understandable for everyone.
Anyone can create an accessible presentation. It’s that simple… and that important.
