Accessible Files and Canvas PagesMicrosoft Files (PowerPoint Presentations and Word Documents)

Guidelines

We often utilize Word documents and PowerPoint presentations in our courses as guided notes, instructional content, and other resources to support assessments. When you integrate a Word document or PowerPoint presentation from an external source or create your own, there are some guidelines you should adhere to:

Provide alt text for all images.
Apply proper structure and formatting to text, tables, and lists.
Ensure ease of navigation with your language and how you incorporate these files into your Canvas course.

How to Support Accessibility: PowerPoint Presentations

Click one of the following tabs for guidance that suits your experience level with accessibility and content creation.

Novice

When checking PowerPoint presentations for accessibility, we advise you to utilize the built-in Microsoft Accessibility Checker.

You can also support accessibility in these files by applying the following measures:

#1 Provide alternative (alt) text for all visuals.: We will further explore practices for accessible images and alt text in Module 2. As a preview, this pertains to providing appropriate text descriptions in the alt text field for all visuals.
#2 Apply proper structure and formatting to text, tables, and lists.: We will further explore practices for accessible text, tables, and lists in Module 3. As a preview, this pertains to applying table headers and captions, formatting text to support readability, and providing meaningful descriptors for URLs (web links). In addition to proper structure and formatting of these items, you will also need to ensure that the focus order of your PowerPoint presentations is correct to support screen readers.
#3 Ensure ease of navigation with your language and how you incorporate these files into your Canvas course.: Use language that clearly instructs students on how to access a file and if relevant, how to navigate within that file. Use language that is direct and suitable for your students. Avoid using directional phrases like "below", "above", or "at the bottom" and instead use phrases like "in the following section" or "on page 2". When adding files into Canvas, make sure you adhere to the existing templated structure of your Canvas course—e.g., adding your content to its respective Faculty-Added Content location.

Advanced

Follow this 11-step process to create an accessible PowerPoint presentation. When checking PowerPoint presentations for accessibility, we advise you to utilize the built-in Microsoft Accessibility Checker.

Pro Tip

Consider supplementing your PowerPoint presentation with a recorded lecture video or a transcript document to enhance accessibility.

#1 Use accessible templates and themes.: Start with or adapt built-in templates and themes designed with accessibility in mind, which often include appropriate color palettes and font choices.
#2 Provide descriptive title slides.: Give each slide a unique and meaningful title that accurately reflects its content, making it easier for users to navigate and understand.
#3 Ensure a logical reading order.: Use the "Reading Order" feature to ensure screen readers and other assistive technologies present content in the intended sequence, especially for complex layouts.
#4 Choose accessible fonts and sizes.: Opt for simple, sans-serif fonts (like Arial or Calibri) and use a font size of at least 18 points for readability, especially on screens.
#5 Maintain high color contrast.: We will further explore practices for color contrast in Module 2. As a preview, this pertains to maintaining sufficient contrast between text and background colors to enhance readability for users.
#6 Provide alternative (alt) text for all visuals.: We will further explore practices for alt text in Module 2. As a preview, this pertains to providing appropriate text descriptions in the alt text field for all visuals.
#7 Apply simple text and layout.: Limit the amount of text on each slide, avoid excessive use of italics or all caps, and ensure sufficient white space to reduce cognitive load.
#8 Provide meaningful descriptors for hyperlinks.: We will further explore practices for hyperlinks in Module 4. As a preview, this pertains to using a descriptive hyperlink when linking a file or webpage rather than generic language like "Click here" or the full URL.
#9 Make tables accessible.: We will further explore practices for tables in Module 3. As a preview, this pertains to using proper headers and captions for tables with data while also not using tables for decorative and formatting purposes.
#10 Avoid unnecessary animations and slide transitions.: While visual flair can be appealing, complex animations and transitions can be distracting or disorienting; opt for simpler options or avoid them altogether.
#11 Ensure ease of navigation with your language and how you incorporate these files into your Canvas course.: Use language that clearly instructs students on how to access a file and if relevant, how to navigate within that file. Use language that is direct and suitable for your students. Avoid using directional phrases like "below", "above", or "at the bottom" and instead use phrases like "in the following section" or "on page 2". When adding files into Canvas, make sure you adhere to the existing templated structure of your Canvas course—e.g., adding your content to its respective Faculty-Added Content location.

How to Support Accessibility: Word Documents

Click one of the following tabs for guidance that suits your experience level with accessibility and content creation.

Novice

When checking Word documents for accessibility, we advise you to utilize the built-in Microsoft Accessibility Checker.

Similar to those for PowerPoint presentations, you can also support accessibility in these files by applying the following measures:

#1 Provide alternative (alt) text for all visuals.: We will further explore practices for accessible images and alt text in Module 2. As a preview, this pertains to providing appropriate text descriptions in the alt text field for all visuals.
#2 Apply proper structure and formatting to text, tables, and lists.: We will further explore practices for accessible text, tables, and lists in Module 3. As a preview, this pertains to applying table headers and captions, formatting text to support readability, and providing meaningful descriptors for URLs (web links). Providing headings at appropriate levels are also effective in structuring Word documents.
#3 Ensure ease of navigation with your language and how you incorporate these files into your Canvas course.: Use language that clearly instructs students on how to access a file and if relevant, how to navigate within that file. Use language that is direct and suitable for your students. Avoid using directional phrases like "below", "above", or "at the bottom" and instead use phrases like "in the following section" or "on page 2". When adding files into Canvas, make sure you adhere to the existing templated structure of your Canvas course—e.g., adding your content to its respective Faculty-Added Content location.

Advanced

Follow this 8-step process to create an accessible Word document. When checking Word documents for accessibility, we advise you to utilize the built-in Microsoft Accessibility Checker.

#1 Choose accessible fonts and sizes.: Opt for simple, sans-serif fonts (like Arial or Calibri) and use a font size of at least 11 points for readability, especially on screens. Avoid using ligatures.
#2 Maintain high color contrast.: We will further explore practices for color contrast in Module 2. As a preview, this pertains to maintaining sufficient contrast between text and background colors to enhance readability for users.
#3 Provide alternative (alt) text for all visuals.: We will further explore practices for alt text in Module 2. As a preview, this pertains to providing appropriate text descriptions in the alt text field for all visuals.
#4 Apply simple text and layout.: Apply a simple layout and avoid excessive use of italics or all caps to support readability.
#5 Provide meaningful descriptors for hyperlinks.: We will further explore practices for hyperlinks in Module 4. As a preview, this pertains to using a descriptive hyperlink when linking a file or webpage rather than generic language like "Click here" or the full URL.
#6 Make tables accessible.: We will further explore practices for tables in Module 3. As a preview, this pertains to using proper headers and captions for tables with data while also not using tables for decorative and formatting purposes.
#7 Ensure ease of navigation with your language and how you incorporate these files into your Canvas course.: Use language that clearly instructs students on how to access a file and if relevant, how to navigate within that file. Use language that is direct and suitable for your students. Avoid using directional phrases like "below", "above", or "at the bottom" and instead use phrases like "in the following section" or "on page 2". When adding files into Canvas, make sure you adhere to the existing templated structure of your Canvas course—e.g., adding your content to its respective Faculty-Added Content location.

Examples

The following are examples of an accessible Word document and PowerPoint presentation and an inaccessible Word document and PowerPoint presentation. We encourage you to review them with the Microsoft Accessibility Checker in Word and PowerPoint respectively.

Accessible Microsoft Files

Inaccessible Microsoft Files

o an external site.

Supplemental Resources

We invite you to view the following resources to continue learning about accessible Word documents and PowerPoint presentations.