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Writer's pictureMrunalini Dhas

PowerPoint Accessibility Checker [How to Guide]

Presentations aren’t just about looking sharp anymore. If your slides are flashy but leave part of your audience out of the conversation, you’re missing the point. Enter PowerPoint’s Accessibility Checker—your built-in tool for making sure your deck isn’t just another pretty face, but something everyone can engage with. Whether you’ve thought about accessibility before or not, this tool’s a game-changer. But what is it, and why should you care? Let’s break it down.


What Exactly is PowerPoint’s Accessibility Checker?


Think of it as your behind-the-scenes assistant, scanning your slides for potential accessibility issues. It’s there to make sure people with disabilities—whether visual, auditory, or cognitive—can fully experience your presentation. From missing image descriptions to low-contrast text, the Checker’s got your back. It might not catch everything, but it’s the first step in turning your presentation from good to inclusive.


Why Accessibility is More Than Just a Nice-to-Have

Picture this: you’re presenting to a room, and some people can’t follow along because your slides aren’t accessible. Maybe your graphs are unreadable to someone with a visual impairment, or your text is too low-contrast to read. That’s not just an oversight—it’s a missed opportunity. Accessible presentations mean everyone can participate, and today, that’s non-negotiable.


How to Use PowerPoint’s Accessibility Checker


So how do you get started? It’s as easy as 1-2-3:


  1. Open Your Presentation in PowerPoint.

  2. Head to the "Review" Tab.

  3. Hit "Check Accessibility."


Within seconds, the Checker will flag issues and give you a rundown in the sidebar—like a to-do list for making sure your slides don’t leave anyone out.


Common Accessibility Issues the Checker Flags


Let’s get real: you’re not an accessibility expert, and that’s fine. PowerPoint’s tool will point out the biggest problem areas and even tell you how to fix them. Here are the usual suspects:


Missing Alt Text

If your images or charts lack descriptions, people using screen readers are in the dark. The Checker lets you know which visuals need that alt text touch.


Low Contrast

If your text blends into your background, your message could get lost. The Checker will tell you when you need to up the contrast game.


Tables Without Headers

A jumble of data without structure can be a nightmare for people using assistive tech. The tool helps you add clarity.


Reading Order

Believe it or not, your slide content may not be read in the right order. The Checker ensures your slides flow logically for everyone, including screen reader users.


Missing Slide Titles

This one’s crucial—titles help people using screen readers navigate through your deck. Without them, it’s like flipping through a book without chapter headings.


What the Accessibility Checker Won’t Catch


As handy as the Checker is, it’s not foolproof. Here’s where it drops the ball:


  • Complex Visuals: If your graph looks like a maze, no tool can fix that. You'll need to think critically about how to make complex visuals accessible.


  • Context: The Checker won’t tell you if your alt text is actually useful or just “filler.” Be descriptive enough to give real context to what’s on the slide.


  • Cognitive Load: It’s not just about technical barriers. Overloading your audience with too much info or complex design can make your presentation tough to follow, and the Checker can’t flag that.


How to Go Beyond the Checker


PowerPoint’s Accessibility Checker is a solid start, but if you really want to knock it out of the park, follow these best practices:


  1. Simplify Your Slides


    Less is more. Don’t cram everything into one slide—keep it clean, clear, and easy to follow.


  2. Use Readable Fonts


    No one should be squinting at your slides. Stick with easy-to-read fonts like Arial or Calibri, and make sure your text size is legible.


  3. Label Your Links


    Instead of vague phrases like “Click here,” use descriptive links like “Learn more about accessibility best practices.”


  4. Test with Screen Readers


    Want to be absolutely sure your deck works? Try running it through a screen reader to see how accessible it truly is.


  5. Offer Alternative Formats


    If you’re presenting something important, consider sharing an accessible PDF or even a text-based version for anyone who might struggle with PowerPoint.


The Bottom Line: Start with the Checker, But Don’t Stop There


PowerPoint’s Accessibility Checker is a fantastic way to make sure you’re on the right track, but it’s not the final stop. Creating accessible presentations means thinking about everyone in the room, and that takes a little more effort. But here’s the good news: accessible presentations are better presentations. When you make sure no one’s left out, you make sure your message lands with the entire room.


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