Office365: PowerPoint Accessibility Tools and Guide


What accessibility tools are available in Office365 PowerPoint?



Accessibility in PowerPoint ensures that presentations are usable by people with a wide range of abilities and disabilities. Office 365 provides several tools and features to help create accessible presentations. This article outlines these tools and offers tips on how to use them effectively.

Note:  There are various versions of PowerPoint; cloud, mobile, desktop. Each version varies in menu navigation and application tools.


Enhancing Accessibility in Office 365 PowerPoint

Translate Tool

Purpose: The Translate tool helps make your presentation accessible to a multilingual audience by translating text into different languages.


     1. Select Text > Highlight the text you want to translate.

     2. Access the Translate Tool. >Go to the Review tab.

     3.Click on >Translate and select >Translate Selected Text.

     4. Choose Language:

  • Select the language you want to translate the text into.
  • PowerPoint will display the translated text. You can insert this translation into your slide by clicking >Insert.


Captions and Subtitles

Purpose: Captions and subtitles make your presentations more accessible to individuals who are deaf or hard of hearing and to those who speak different languages.


     1. Add Captions/Subtitles.  Go to the >Slide Show tab.

     2. Click on >Always Use Subtitles. Configure your subtitle settings, including spoken language and the language for subtitles.

     3. Use a clear, consistent speaking pace to enhance subtitle accuracy. While presenting, PowerPoint will display live subtitles based on your speech.

     4. Ensure your microphone and audio settings are properly configured for best results.


Dictate Tool

Purpose: The Dictate tool allows you to input text using your voice, making it easier for users with physical disabilities or those who find typing challenging.


     1. Activate Dictate. Go to the >Home tab. Click on >Dictate.

     2. Start Dictating. Speak clearly into your microphone. PowerPoint will convert your speech to text and insert it into the slide.

     3. Speak in full sentences and use punctuation commands (e.g., "period", "comma") for better accuracy. Review the transcribed text for any errors or corrections.


Accessibility Checker

Purpose: The Accessibility Checker scans your presentation for potential accessibility issues and offers suggestions on how to resolve them. This tool helps ensure your content is accessible to everyone, including those with disabilities.


     1. Open the PowerPoint presentation you want to check.

     2. Go to the >Review tab. Click on >Check Accessibility.

     3. A pane will appear on the right, listing any issues found. Click on each issue to get more details and steps to fix it.

     4. Regularly check for accessibility issues during the creation process. - Resolve issues promptly to avoid a backlog of fixes


Presenter Coach

Purpose: Presenter Coach helps you practice your presentation by providing real-time feedback on your delivery, including pacing, use of filler words, and sensitive phrases.


     1. Go to the >Slide Show tab. Click on >Rehearse with Coach.

     2. Begin your rehearsal. Presenter Coach will listen and analyze your presentation. At the end of your session, you'll receive a detailed report on areas for improvement.

Watch this 1 minute video on how to help overcome public speaking dread.


Alt Text for Images

Purpose: Alt text (alternative text) provides a textual description of non-text content, such as images and charts. Screen readers use alt text to describe these elements to users with visual impairments.


     1. Select the Image or Object, Right-click on the image or object.

     2. Select >Edit Alt Text. Enter a concise, descriptive text in the Alt Text pane.

     3. Be specific and succinct in your descriptions. Describe the purpose and content of the image, not just its appearance.


Add alternate text

Purpose: Provides descriptions for images, making them accessible to screen reader users.


     1. Open the PDF and select `Prepare for accessibility` > `Add alternate text`.

     2. Click OK at the pop-up window where Adobe will detect all images and display associated alternate text.

     3. Enter a concise and descriptive text that conveys the meaning of the image in the pop-up window, as the images are detected.



Use setup assistant

Purpose: The setup assistant will guide you through panels which will prompt you to make selections on options that will make document accessible.


     1. Open the PDF and select `Prepare for accessibility` > `Use setup assistant`.

     2. Adobe Acrobat can override the document's text colors and instead display the document using high contrast color in order to make the text easier to read.

     3. The reading order for documents that are not tagged can be set.

     4. Large documents can take a long time for assistive technology to read. Adobe Acrobat can set the document to read the visible pages or the entire document.

     5. Another option would be to select the button to 'Use recommended settings and skip setup'.

Fix reading order

Purpose: Ensures that the content is read in the correct order by screen readers.


     1. Open the PDF and select `Prepare for accessibility` > `Fix reading order`.

     2. Use the Reading Order panel to assign reading order and structure types (e.g., headings, paragraphs).

     3. Drag to reorder content if necessary.

To learn more about accessibility, check out these other self-study events here:  YSU Training Events - LinkedIn Learning

Book a consultation with IT Training Services using this MS Bookings link:  Book a Consultation


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Article ID: 162368
Wed 5/22/24 9:54 AM
Fri 6/7/24 1:39 PM

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