Putting inclusivity first: Enabling PowerPoint captions by default

16 Oct 2026

From Monday 26 October 2026, automatic captions will be enabled by default in Microsoft PowerPoint on all University-managed Windows 11 devices.

The change, delivered by IT Services and endorsed by senior leadership, is part of the University's ongoing commitment to being a place where you matter, creating a more inclusive, digitally enabled environment where everyone can participate, contribute and succeed.

Improving accessibility through inclusive technology

Live captions display spoken words as text in real time, helping to make presentations more accessible and inclusive. They can support deaf and hard of hearing colleagues and students, non-native English speakers, neurodivergent learners, and anyone who may benefit from additional support when following a presentation. Live captions do not form part of the meeting recording.

Sam Johnson, on behalf of the University’s Inclusive Technology Working Group, said:

"When accessibility is built in, everyone benefits. Default captions in Microsoft 365 support deaf and hard of hearing people, non-native English speakers, neurodivergent learners, and anyone who may miss part of a conversation. And where PowerPoint captions are unavailable, Windows 11 Live Captions provides a practical alternative, helping make inclusive communication the norm rather than the exception."

A targeted rollout

Teaching spaces, presentation PCs and student cluster computers currently use a different Microsoft Office platform, which does not support PowerPoint's built-in captions feature.

While a broader rollout is not currently possible, our targeted approach will provide immediate accessibility benefits while avoiding risks to teaching, assessment and conference services.

What this means for presenters

For colleagues using University-managed Windows 11 devices running Microsoft 365 Apps, PowerPoint captions will be available by default, making it easier to provide a more accessible presentation experience.

There will still be situations where PowerPoint captions are unavailable, including teaching and presentation spaces. In these circumstances, Windows 11 Live Captions provides an alternative way to display captions and support inclusive communication.

Colleagues are encouraged to consider accessibility requirements when preparing presentations and to familiarise themselves with the captioning options available in the environment where they will be presenting.

More information

To help you make the most of these accessibility features, please see:

If you are presenting in a teaching or conference space, we recommend reviewing the available guidance before your session to ensure you select the most appropriate captioning option for your environment.

Practical guidance on making sure your work is inclusive and accessible for all is also available:

Equality, Diversity and Inclusion