Microsoft PowerPoint is the University’s primary presentation tool and provides the most reliable support for accessibility features such as slide structure, reading order, alternative text and accessibility checking.

Accessibility is built into the presentation at the design stage. If slides are not accessible in PowerPoint, they will not become accessible later.

For this reason, PowerPoint is the recommended starting point for creating inclusive presentations.

Clear structure helps everyone understand your presentation and is essential for screen reader users.

What to do

• Use slide titles consistently to describe the content of each slide.
• Keep each slide focused on one idea or topic.
• Use bullet points or short sentences rather than dense paragraphs.
• Leave sufficient white space to reduce cognitive overload.
• Use built-in slide layouts to ensure content has a logical reading order.

Text should be easy to read from a distance and on different devices.

What to do

• Use a sans-serif font such as Arial, Calibri or Verdana.
• Use a minimum font size of:
  • 24pt for body text;
  • 32pt for headings.
• Avoid using ALL CAPS or excessive italics or underlining.
• Left-align text and avoid fully justified text.
• Keep layouts simple and consistent across slides.

Colour can enhance understanding, but it should never be the only way information is conveyed.

What to do

• Use high-contrast colour combinations (for example, dark text on a light background).
• Avoid relying on colour alone to convey meaning (for example, “items in red are urgent”).
• Ensure links, labels and data points are still understandable without colour.
• Check colour contrast using tools such as the WebAIM Contrast Checker.

Images, charts and diagrams should support understanding, not create barriers.

What to do

• Add alternative text to images, diagrams and charts that convey information.
• Use simple visuals that support your message and avoid unnecessary detail.
• For complex visuals, provide a brief explanation on the slide or in speaker notes.
• Explain key trends, patterns or values in charts and graphs using text or spoken explanation.
• Avoid placing important information in images without providing a text alternative.

PowerPoint includes a built-in Accessibility Checker.

What to do

• Use Review > Check Accessibility to identify common issues.
• Follow the suggested fixes where possible.
• Resolve issues before presenting or sharing slides.

Automated checks do not catch everything, but they are a useful final step.

When delivering a presentation in person or online:

• describe important visuals aloud;
• read out key text that appears on slides;
• avoid moving through slides too quickly;
• allow time for questions or clarification.

These steps help people who:

• have low vision;
• use assistive technologies;
• are joining remotely or watching a recording.

If slides will be shared or reused:

• ensure slide titles are meaningful and descriptive;
• avoid references that rely on spoken context (for example, “as I said earlier”);
• provide additional notes or explanations where needed;
• consider whether a separate accessible handout or document would be more appropriate.

• Accessibility support is more limited than in PowerPoint;
• Slide structure and reading order may not export reliably.

Recommended approach

• Create or finalise slides in PowerPoint where possible;
• Check accessibility before sharing.

Many design tools prioritise visual design over structure and accessibility.

What to do

• Avoid placing important text inside images;
• Ensure sufficient colour contrast and readable text sizes;
• Provide a text-based alternative or summary if accessibility cannot be ensured;

If the presentation contains important information, consider whether PowerPoint or a document would be a more accessible option.