How to Use the Accessibility Checker in Microsoft PowerPoint to Inspect Reading Order and Alt Text

Modern workplace and educational presentations must be accessible to every audience member, including individuals who rely on screen readers (such as Windows Narrator, JAWS, or NVDA), people with visual impairments, or neurodivergent learners. In Microsoft PowerPoint, creating a slide deck that looks visually appealing is only half the task; if screen readers interpret titles out of sequence or images lack descriptive metadata, the content becomes incomprehensible. Understanding how to use the Accessibility Checker in Microsoft PowerPoint allows authors to identify and rectify accessibility barriers before distributing slide decks.

Integrated directly into the Microsoft 365 and Office suite, the Accessibility Checker scans your presentation against international accessibility standards (such as WCAG 2.1). It categorises issues into Errors, Warnings, and Tips, providing guided solutions to fix missing alternative text, resolve confusing slide reading orders, correct low-contrast colour schemes, and mark decorative graphics. This comprehensive guide covers running automated audits, using the dedicated Reading Order pane, crafting concise alt text, and ensuring inclusive presentation design.

Understanding PowerPoint Accessibility Error Classifications

When you launch an inspection, the Accessibility Checker categorises its findings into three distinct severity levels:

Category	Severity Level	Example Issues Identified	Impact on Assistive Technology
Errors	Critical Failure	Missing alternative text on graphics; missing slide titles; malformed data tables without header rows.	Screen readers cannot interpret the object or announce meaningful information to the user.
Warnings	Substantial Barrier	Confusing reading order; poor colour contrast between text and background; generic hyperlink text (e.g., “click here”).	Content is technically readable but requires significant cognitive effort or reads out of logical sequence.
Tips	Best Practice Recommendation	Closed captions missing on embedded video/audio files; complex table structures.	Improves comprehension and multi-sensory usability for a wider demographic.

How to Run the Accessibility Checker in PowerPoint

Initiating a comprehensive accessibility scan across all slides in your presentation takes just a few clicks:

1. Open your presentation in Microsoft PowerPoint.
2. Click the Review tab in the primary ribbon at the top of the window.
3. In the Accessibility group, click the Check Accessibility button.
4. The Accessibility task pane will open along the right-hand side of your workspace.
5. Inspect the Inspection Results tree view. PowerPoint lists every slide containing an error or warning.
6. Clicking on any flagged issue immediately highlights the corresponding element on the active slide and displays a Recommended Actions dropdown with one-click fixes.

Tip: To ensure accessibility is maintained continuously during authoring, tick the checkbox at the bottom of the Accessibility pane labelled Keep accessibility checker running while I work. This displays an unobtrusive status notification in your bottom status bar.

Using the Dedicated Reading Order Pane

One of the most frequent accessibility failures in PowerPoint is an incorrect Reading Order. Sighted users visually scan slides based on layout, font size, and positioning; however, screen readers announce slide elements based on their underlying object stack order. If you added a subtitle before the title or layered callout boxes haphazardly, a screen reader may read the conclusion before the introduction.

To inspect and correct reading order:

1. In the Accessibility task pane, click on any flagged reading order warning, or click the dropdown next to Check Accessibility on the ribbon and select Reading Order Pane.
2. The Reading Order pane lists every object present on the active slide (text boxes, titles, shapes, charts, and images).
3. Note that PowerPoint presents the objects in the exact order a screen reader will announce them: from top to bottom.
4. To re-order an element, click and drag the item up or down the list, or select it and use the Move Up and Move Down arrow buttons.
5. Verify that the primary Slide Title occupies the first position at the very top of the list, followed by body text, supporting diagrams, and finally footnotes or slide numbers.

Adding Concise Alternative Text (Alt Text) to Visuals

Images, charts, smart art diagrams, and screenshots must include descriptive alternative text so that users who cannot see the screen understand what the graphic communicates.

To add or refine Alt Text on slide objects:

1. Right-click the image, diagram, or chart and select View Alt Text (or click the issue directly inside the Accessibility pane).
2. The Alt Text pane opens on the right.
3. In the text entry box, compose a clear, concise description (typically 1 to 2 sentences) describing the core takeaway or meaning of the visual—not merely physical attributes. For example, instead of writing “Chart”, write “Bar chart showing a 25% increase in fourth-quarter renewable energy investments.”
4. Marking Decorative Graphics: If an image is purely aesthetic (such as a decorative geometric border, swoosh, or background flourish) and conveys no factual information, tick the box labelled Mark as decorative. Screen readers will gracefully ignore the object, preventing auditory clutter.

Ensuring Colour Contrast and Accessible Hyperlinks

The Accessibility Checker also flags instances where text colour does not meet the minimum contrast ratio against the slide background (a minimum ratio of 4.5:1 for normal text and 3:1 for large text under WCAG standards).

• Avoid Low-Contrast Themes: Avoid placing light grey text on white backgrounds or pale yellow text on light grey shapes. When highlighted by the checker, select the text and choose a darker, high-contrast palette shade.
• Meaningful Hyperlink Labels: Avoid pasting raw URLs (e.g., https://example.com/data/report-final-2026.pdf) or generic phrases like “Click here”. Instead, right-click the link, select Edit Link, and set the Text to display to a descriptive destination title, such as “Download the 2026 Annual Sustainability Report”.

Troubleshooting Common Accessibility Checker Issues

If you encounter difficulties resolving flagged items, consider these standard resolutions:

• Missing Slide Title on Visual Slides: If a slide contains only a full-bleed photograph and no visible header, PowerPoint will flag an error. Instead of leaving the title blank, use the Hide Title feature or add an off-slide title: type a title in the title placeholder, then drag the text box slightly off the visible canvas edges. Screen readers can announce the topic while preserving your clean visual aesthetic.
• Complex Grouped Objects: If multiple shapes form a single diagram, PowerPoint may flag each shape individually. Select all shapes, right-click, and select Group > Group. You can then assign a single comprehensive Alt Text description to the entire diagram.
• Tables Flagged for Missing Header Rows: Screen readers require header rows to associate data cells with column categories. Select the table, navigate to the Table Design tab on the ribbon, and ensure Header Row is checked.

By making the Accessibility Checker a standard step in your PowerPoint workflow, you ensure that your presentations are professionally crafted, compliant with global accessibility guidelines, and effortlessly understood by all participants.