Web accessibility checklist for PowerPoint slides and
templates
Instructions
Purpose
To ensure accessibility compliance of all slide presentations published online.
The minimum standard is WCAG 2.0 Level AA plus Success Criteria 1.4.8-9, 2.4.9-10,
3.1.3-6, plus the recommended practices for creating presentation slideshows.
Responsibility
Creators and maintainers of presentation slideshows and templates.
When to use

Before distributing presentation slideshow templates.

Before publishing presentation slideshows online. (If the document has already been
published, download a copy to check.)
Evaluation methods
Visual check: look at the document to see if the checkpoint has been met.
Editorial review: read and evaluate the content to see if it complies with the checkpoint.
Use PowerPoint menu: follow the menu steps listed.
Evaluation tools

Microsoft PowerPoint 2010 with Accessibility Checker

Black and white printer

Colour contrast analyser (The Paciello Group)

PEAT: Photosensitive Epilepsy Analysis Tool (Trace Center)

Readability-Score.com free online readability calculator
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 1 of 26
Evaluation process
1. Using the appropriate method, check the resource against each checkpoint listed
below.
2. In the result column, note if the document passed the checkpoint by circling:

Pass

Fail

N/A = not applicable
3. If the resource fails any of the checkpoints, make the necessary changes or seek
help from a web or multimedia specialist.
Web Content Accessibility Guidelines (WCAG) success criteria are included with
checkpoints where relevant, for further reference.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 2 of 26
General
The document passes the Microsoft Office Accessibility Checker.
Result
Checkpoint
Evaluation method
Pass
Microsoft Office Accessibility Checker
Use PowerPoint menu:
Fail
reports that the file has no errors or
N/A
warnings.
File > Info > Check for Issues > Check
Accessibility
File format, document template and metadata
File is a PowerPoint presentation (PPTX).
Result
Checkpoint
Evaluation method
Pass
The document is:
Visual check
Fail
N/A

Not able to be published as a
web page, or

A template, or

A draft for someone else to
review or edit, or

Course material.
It is best to publish resources online in
HTML format. Publishing a resource in
another format may create accessibility
problems for some users, and you may
need to provide an accessible
alternative.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 3 of 26
The RMIT University template has been used to create the PowerPoint presentation.
Result
Checkpoint
Evaluation method
Pass
RMIT University template has been
Use PowerPoint menu:
Fail
used.
File > Properties > Summary
N/A
If not available, use templates provided
by Microsoft but avoid those with low
contrast colour schemes that may
create accessibility problems. Do not
use custom-built templates unless you
are certain they are accessible.
The file properties contain accurate metadata.
Result
Checkpoint
Evaluation method
Pass
The file properties fields (Title,
Use PowerPoint menu:
Fail
Comments, Company, Author) are
N/A
descriptive and accurate. The
File > Info > Show All Properties
comments field should contain a short
summary of the presentation.
WCAG 2.4.2 Page Titled
Language and grammar
Default language is set to English (Australia).
Result
Checkpoint
Evaluation method
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 4 of 26
Result
Checkpoint
Evaluation method
Pass
Language is set to English (Australia)
Use PowerPoint menu:
WCAG 3.1.1 Language of Page
Tools > Language > Set Language
Fail
N/A
The language of foreign words/phrases has been set.
Result
Checkpoint
Evaluation method
Pass
Foreign language words/passages
Use PowerPoint menu:
Fail
have been specified.
Select text. Review > Language > Set
N/A
WCAG 3.1.2 Language of Parts
Proofing Language…
Content is written clearly and concisely using language appropriate for your document’s
audience and purpose.
Result
Checkpoint
Evaluation method
Pass
Content is written clearly and concisely
Editorial review
Fail
using language appropriate for the
N/A
document’s audience and purpose.
Check at Readability-Score.com
For general public documents aim for a
Flesch-Kincaid Grade Level between 7
to 9.
WCAG 3.1.3 Unusual Words
WCAG 3.1.5 Reading Level
Content does not reference other content by position, size or colour alone.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 5 of 26
Result
Checkpoint
Evaluation method
Pass
Content is not being described by its
Editorial review
Fail
visual characteristics (position, size or
N/A
colour) alone. If a visual characteristic
is used, then it is also referenced by its
label or emphasis. This enables users
with a visual impairment, who cannot
see its visual characteristic, to still be
able to locate the content. For
example: the key concepts in the essay
question have been emphasised in
red.
WCAG 1.3.3 Sensory Characteristics
Acronyms and abbreviations are explained on their first occurrence unless they are
common (e.g. DVD, CD, etc)
Result
Checkpoint
Evaluation method
Pass
Acronyms and abbreviations (except
Editorial review
Fail
those in common use, e.g. DVD) are
N/A
expanded when first used.
WCAG 3.1.4 Abbreviations
Unusual words have been defined inline and/or described in a glossary slide.
Pronunciation is also provided.
Result
Checkpoint
Evaluation method
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 6 of 26
Result
Checkpoint
Evaluation method
Pass
If jargon, idioms (e.g. Fred kicked the
Editorial review
Fail
bucket) or slang has been used it has
N/A
been defined inline and/or described in
a glossary slide.
WCAG 3.1.3 Unusual Words
Pass
Glossary of unusual words contains
Fail
English respelling to assist with
N/A
pronunciation (e.g. WCAG 2.0 [wuh-
Editorial review
cag two point zero]).
WCAG 3.1.6 Pronunciation
Pass
If emoticons (e.g. fright: =8-0 ) or
Fail
Leetspeak (e.g. newbie = n00b) is used
N/A
it is described in a glossary slide.
Editorial review
WCAG 1.1.1 Non-text Content
Slide titles and section headings
Slides have clear and meaningful titles correctly entered into the slide title text box.
Result
Checkpoint
Evaluation method
Pass
Each slide has a meaningful title
Editorial review
Fail
entered into the title text box. Other text
N/A
boxes have not been used to add a
title.
Use the PowerPoint left side Outline
pane to check slide titles.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 7 of 26
Result
Checkpoint
Evaluation method
WCAG 1.3.1 Info and Relationships
View
WCAG 2.4.6 Headings and Labels
Pass
Blank slide layouts have not been
Fail
used. Do not use ‘Blank’ slide layout
N/A
because you cannot add a proper slide
Visual check
title.
WCAG 1.3.1 Info and Relationships
‘Section Header’ slides have been used to break the presentation into sections.
Result
Checkpoint
Evaluation method
Pass
‘Section Header’ slides have been used Editorial review
Fail
to break the presentation into clear
N/A
sections.
WCAG 2.4.10 Section Headings
If the presentation is long it has a table of contents.
Result
Checkpoint
Evaluation method
Pass
Longer presentations have a table of
Visual check
Fail
contents that links the items in the table
N/A
of contents to the appropriate slide.
WCAG 2.4.5 Multiple Ways
Use PowerPoint menu:
Insert > Links > Hyperlink > Place in
This Document
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 8 of 26
Fonts, emphasised text and lists
The body text is a minimum of 20pt Arial font. Use of different font faces/sizes is minimal
and no decorative/italicised/light fonts are used.
Result
Checkpoint
Evaluation method
Pass
Minimum 20pt Arial font is used for the
Visual check
Fail
body text. This will ensure that each
N/A
line of text is 80 characters or below.
WCAG 1.4.8 Visual Presentation
Pass
No more than two font styles are used.
Fail
Avoid using too many font faces and
N/A
font sizes. One or two font faces are
Visual check
sufficient for most presentations.
Pass
No decorative (e.g. Freestyle Script or
Fail
Mystical), or light (e.g. Courier New)
N/A
font styles are used.
Visual check
Bold (or UPPERCASE) emphasis is restricted to single words or short phrases.
Result
Checkpoint
Evaluation method
Pass
Emphasis is used sparingly (e.g. single
Visual check
Fail
words or short phrases).
N/A
Pass
Emphasis is achieved through bold
Visual check
Fail
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 9 of 26
Result
Checkpoint
N/A
formatting or UPPERCASE lettering.
Pass
Uppercase lettering is used only for
Fail
single words or short phrases, not
N/A
entire sentences or paragraphs.
Evaluation method
Visual check
Italics formatting is used only for citing references.
Result
Checkpoint
Evaluation method
Pass
Italic formatting is used only for citing
Visual check
Fail
references.
N/A
Underlining is used only for hyperlinks not for emphasis.
Result
Checkpoint
Evaluation method
Pass
Underlining is used only for hyperlinks.
Visual check
Fail
N/A
PowerPoint’s bullet and numbered list styles have been applied correctly.
Result
Checkpoint
Evaluation method
Pass
Lists have been created using the
Visual check
Fail
‘Bullets’ and ‘Numbering’ list
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 10 of 26
Result
Checkpoint
N/A
functionality.
Evaluation method
Do not use tabs or manually insert
numbers, symbols or images for visual
effect.
WCAG 1.3.1 Info and Relationships
Alignment and spacing
All headings and body text are left-aligned (no indent on the first line of paragraphs).
Document contains no fully justified text.
Result
Checkpoint
Evaluation method
Pass
All body text is left-aligned.
Visual check
Fail
N/A
Pass
WCAG 1.4.8 Visual Presentation
All headings are left-aligned.
Visual check
Fail
N/A
WCAG 1.4.8 Visual Presentation
Pass
Presentation does not contain any fully
Fail
justified text.
Visual check
N/A
WCAG 1.4.8 Visual Presentation
Default line spacing (1.5) has been used.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 11 of 26
Result
Checkpoint
Evaluation method
Pass
Line spacing is 1.5.
Visual check
WCAG 1.4.8 Visual Presentation
Use PowerPoint menu:
Fail
N/A
View > Master Views > Slide Master
Select text box: Home > Paragraph >
Paragraph Dialog Box > Line Spacing =
1.5 lines
Slide Master > Close > Close Master
View
Colour and contrast
There is a high contrast (4.5:1 or more) between text and background colours and
adequate contrast between colours in charts, graphs and images.
Result
Checkpoint
Evaluation method
Pass
High contrast colours are used for text
Print slides in black and white.
Fail
and background. Black text on a white
N/A
background is recommended.
Use Colour contrast analyser (The
Paciello Group) to ensure
WCAG 1.4.3 Contrast (Minimum)
foreground/background colours pass
WCAG 2.0 Level AA.
Pass
High contrast colours are used for
Fail
tables, graphs or charts.
Print slides in black and white.
N/A
WCAG 1.4.3 Contrast (Minimum)
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 12 of 26
No background images or watermarks are used.
Result
Checkpoint
Evaluation method
Pass
No background images or watermarks
Visual check
Fail
are used.
N/A
Foreground/background text colour (or font) is not used alone to convey meaning.
Colour is used in combination with emphasis (e.g. bold).
Result
Checkpoint
Evaluation method
Pass
Meaning is conveyed by more than just
Print slides in black and white.
Fail
colour (e.g. by bold formatting, text
N/A
description, or shading/pattern).
WCAG 1.3.1 Info and Relationships
WCAG 1.4.1 Use of Color
Animated text and slide transitions
Presentation does not use animations, slide transitions or slide timings to automatically
advance the slides.
Result
Checkpoint
Evaluation method
Pass
No animations or slide transitions are
Visual check
Fail
used. If they were part of the
N/A
presentation delivered live, remove
them before they are published on the
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 13 of 26
Result
Checkpoint
Evaluation method
web.
Images, text boxes, drawings and charts
Images and drawn objects used add value to your document and are not images of text.
Clip art and animations have been avoided.
Result
Checkpoint
Evaluation method
Pass
Images and drawn objects add value to
Editorial review
Fail
the content. They are not merely
N/A
decorative. The use of extra text boxes
has been avoided.
Pass
Document does not contain any images Visual check
Fail
of text. The RMIT University logo is an
N/A
exception.
WCAG 1.4.5 Images of Text
WCAG 1.4.9 Images of Text (No
Exception)
Images and drawn objects have the correct read order and are grouped into a single
object when appropriate.
Result
Checkpoint
Evaluation method
Pass
Drawn objects are grouped into a
Visual check
Fail
single image.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 14 of 26
Result
Checkpoint
Evaluation method
Pass
The read order of images, text boxes
Editorial review
Fail
and other drawn objects is correct.
N/A
Use PowerPoint menu:
N/A
Note: The read order of items will
match the order they were initially
added to the slide.
WCAG 1.3.2 Meaningful Sequence
WCAG 2.4.3 Focus Order
Drawing Tools > Format > Arrange >
Selection Pane
Note: In the ‘Selection and Visibility’
right side pane, items are read from the
bottom up.
Images and drawn objects have an equivalent short text alternative.
Result
Checkpoint
Evaluation method
Pass
Images and drawn objects, that are not
Editorial review
Fail
merely decorative, have an equivalent
N/A
short text alternative.
Note: Do not give the grouped object
an Alt Text Description. The JAWS 13
Use PowerPoint menu:
Right-Click > Format Shape… > Alt
Text > Description
screen reader has a bug which means
that if a grouped object has an Alt Text
Description, this, and not the text inside
the grouped shapes, will be read out.
WCAG 1.1.1 Non-text Content
Pass
The Alt Text Description for complex
Editorial review
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 15 of 26
Result
Checkpoint
Evaluation method
Fail
images, that require more than a short
Use PowerPoint menu:
N/A
Alt Text Description, informs the user
where the longer description is (e.g.
“Details in text on the next slide.”).
Right-Click > Format Shape… > Alt
Text > Description
WCAG 1.1.1 Non-text Content
Complex images (e.g. charts, drawings and SmartArt graphics) have suitable text
alternatives to describe the information they communicate.
Result
Checkpoint
Evaluation method
Pass
Complex images, that require more
Editorial review
Fail
than a short Alt Text Description to
N/A
communicate their content, are
followed by a hidden slide with an
equivalent text alternative.
WCAG 1.1.1 Non-text Content
Pass
Charts are not images but chart objects
Fail
where users can access the underlying
N/A
Excel data. This is essential for visually
impaired users who cannot see the
Use PowerPoint menu:
Chart Tools > Design > Data > Edit
Data
chart.
WCAG 1.1.1 Non-text Content
Embedded images have been compressed to keep the file size small.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 16 of 26
Result
Checkpoint
Evaluation method
Pass
Images have been compressed and
Use PowerPoint menu:
Fail
cropped areas deleted.
Picture Tools > Format > Adjust >
N/A
Compress Pictures > Target output:
Email (96 ppi)
People in images are looking into the slide content not away.
Result
Checkpoint
Evaluation method
Pass
Images of people are looking into the
Visual check
Fail
slide content, not away.
N/A
ASCII art has been placed in a separate text box with an appropriate text alternative.
Result
Checkpoint
Evaluation method
Pass
ASCII art has been placed in a
Visual check
Fail
separate text box with an appropriate
N/A
Alt Text Description. This allows screen
reader users to understand what the
ASCII art picture is and skip it.
Use PowerPoint menu:
Right-Click > Format Shape… > Alt
Text > Description
WCAG 1.1.1 Non-text Content
Tables
Tables have a simple layout, no complex tables (e.g. nested tables or tables with multiple
split or merged cells) are used.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 17 of 26
Result
Checkpoint
Evaluation method
Pass
Only simple tables are used:
Visual check
Fail
N/A

No multiple heading levels

No merged or split cells
Consider using a series of lists instead
of a table.
WCAG 1.3.2 Meaningful Sequence
Tables have been created with the Insert Table option, not with tabs formatting the text
into a table-like layout.
Result
Checkpoint
Evaluation method
Pass
Tables are formatted using PowerPoint
Visual check
Fail
styles, not TABS or drawn lines.
N/A
WCAG 1.3.1 Info and Relationships
Table headers are short and descriptive.
Result
Checkpoint
Evaluation method
Pass
Table headers are short and
Visual check
Fail
descriptive.
N/A
Table headers in the first row/column have been set as Header Row and First Column.
Shading and colour alone are not being used to communicate a header row/column.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 18 of 26
Result
Checkpoint
Evaluation method
Pass
Where headers are in the first
Use PowerPoint menu:
Fail
row/column it is set as a table header.
Table Tools > Design > Table Style
N/A
WCAG 1.3.1 Info and Relationships
Options > Header Row/First Column
WCAG 1.4.1 Use of Color
Table summary provides an overview of the table data/layout.
Result
Checkpoint
Evaluation method
Pass
Table summary provides an overview
Editorial review
Fail
of the table data and some basic
N/A
instructions on how to navigate the
table.
For example the summary for a bus
Use PowerPoint menu:
Right-click > Format Shape... > Alt Text
> Description
schedule table might be: “Intersections
are listed in row 1. Find the intersection
closest to your starting point or
destination, then read down that
column to find out what time the bus
leaves that intersection. Service begins
at 4:00 AM and ends at midnight.”
WCAG 1.3.1 Info and Relationships
Pass
The table summary informs the user
Fail
where the longer description is (e.g.
N/A
“Details in text on the next slide.”).
Editorial review
Use PowerPoint menu:
Right-Click > Format Shape… > Alt
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 19 of 26
Result
Checkpoint
Evaluation method
WCAG 1.1.1 Non-text Content
Text > Description
Slides containing tables are followed by a hidden slide containing an equivalent text
alternative.
Result
Checkpoint
Evaluation method
Pass
Slides containing tables are followed by Editorial review
Fail
a hidden slide containing an equivalent
N/A
text alternative.
Screen readers presently have poor
support for reading PowerPoint tables.
To read tables users need to enter edit
mode (F2) and press Esc to finish
reading the table.
WCAG 1.1.1 Non-text Content
If a table has been used for layout the reading order is correct when read left to right, top
to bottom.
Result
Checkpoint
Evaluation method
Pass
Reading order of layout tables (left to
Visual check
Fail
right, top to bottom) matches the visual
N/A
reading order.
WCAG 1.3.2 Meaningful Sequence
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 20 of 26
Multimedia
Embedded audio or video has an equivalent short text alternative and lets the user know
where the transcript is located.
Result
Checkpoint
Evaluation method
Pass
Embedded audio/video has an
Editorial review
Fail
equivalent short Alt Text Description.
Use PowerPoint menu:
N/A
WCAG 1.1.1 Non-text Content
Right-Click > Format Shape… > Alt
Text > Description
Pass
The Alt Text Description informs the
Fail
user where the longer description is
N/A
(e.g. “Transcript for video on the next
slide.”).
WCAG 1.1.1 Non-text Content
Editorial review plus
Use PowerPoint menu:
Right-Click > Format Shape… > Alt
Text > Description
Slides with embedded audio or video are followed by hidden slides containing a transcript
or a link to a transcript.
Result
Checkpoint
Evaluation method
Pass
Slides with embedded audio or video
Visual check
Fail
files are followed by hidden slides
N/A
containing a transcript or a link to a
transcript.
WCAG 1.2.1 Audio-only and Video-only
(Prerecorded)
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 21 of 26
Result
Checkpoint
Evaluation method
Pass
Slides with embedded multimedia files
Editorial review
Fail
are followed by hidden slides
N/A
containing an accessible equivalent or
a link to an accessible equivalent.
WCAG 1.2.3 Audio Description or
Media Alternative (Prerecorded)
Embedded video has closed captions and if required links to a version with audio captions.
Result
Checkpoint
Evaluation method
Pass
Embedded video has closed captions.
Visual check
Fail
N/A
The STAMP plugin can be used to
add/edit captions on video.
WCAG 1.2.2 Captions (Prerecorded)
Pass
Slide contains a link to a version of the
Fail
video with audio captions. Audio
N/A
captions describe visual content for
Visual check
users who have a visual impairment.
WCAG 1.2.3 Audio Description or
Media Alternative (Prerecorded)
WCAG 1.2.5 Audio Description
(Prerecorded)
Embedded audio/video does not automatically start or continually loop.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 22 of 26
Result
Checkpoint
Evaluation method
Pass
Embedded audio/video does not
Visual check
Fail
automatically start or continually loop.
Use PowerPoint menu:
N/A
WCAG 1.4.2 Audio Control
Audio Tools > Playback > Audio
Options > Start = On Click and Loop
until Stopped not selected
Embedded video does not flash more than three times in any one second period.
Result
Checkpoint
Evaluation method
Pass
Embedded video does not flash more
Visual check
Fail
than three times in any one second
N/A
period.
Use PEAT: Photosensitive Epilepsy
Analysis Tool (Trace Center) to analyse
WCAG 2.3.1 Three Flashes or Below
video.
Threshold
Embedded audio and video has been optimised for compatibility and compressed.
Result
Checkpoint
Evaluation method
Pass
To reduce file size and download time,
Use PowerPoint menu:
Fail
embedded audio and video has been
N/A
optimised for compatibility and
compressed.
File > Info > Optimise Compatibility;
File > Info > Compress Media >
Presentation Quality OR Internet
Quality. Choose quality appropriate for
your audience.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 23 of 26
Links
Hyperlink menu (Ctrl k) has been used to create descriptive links (e.g. School of Art) rather
than click here or the URL.
Result
Checkpoint
Evaluation method
Pass
Link text uses meaningful words, not
Editorial review
Fail
URLs. URLs can be used in references
N/A
and bibliographies.
WCAG 2.4.4 Link Purpose (In Context)
WCAG 2.4.9 Link Purpose (Link Only)
Pass
Links to files other than web pages
Fail
identifies the format, size of the file and
N/A
number of pages/duration as part of the
Visual check
link text.
WCAG 2.4.4 Link Purpose (In Context)
WCAG 2.4.9 Link Purpose (Link Only)
Linking to presentations on the web
The link to the presentation identifies the format, size and number of slides, e.g. RMIT
University Annual Report (PPTX, 196kb, 14 slides).
Result
Checkpoint
Evaluation method
Pass
The link to the presentation identifies
Visual check on web page where link
Fail
the format, size and number of slides in
appears
N/A
the presentation.
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 24 of 26
Result
Checkpoint
Evaluation method
WCAG 3.2.1 On Focus
Document: Document1
Author: Web Services and Information Policy
Save Date: 07/02/2016
Page 25 of 26