Top Tips for Microsoft Word, Excel and PowerPoint
Creating accessible presentations may seem daunting, but with practice it becomes much easier. Although PowerPoint is primarily used for presentations, it is still considered a document, which means the same accessibility requirements apply.
Accessible presentations rely on structure, navigation, and meaningful design choices that support all users, including screen reader users, keyboard users, and people with cognitive or visual access needs.
Top Tip 1: Use the Slide Master
The Slide Master is the foundation of an accessible presentation. Think of it as the backbone of your deck, while the individual slides are the exterior your audience sees.
You can use the Slide Master to:
- Apply consistent, accessible layout structures
- Add decorative branding without repeating it on every slide
- Mark decorative elements correctly so screen readers ignore them
- Prevent unnecessary repetition and clutter
Who This Benefits
Using the Slide Master correctly supports screen reader users who rely on slide titles and sections. Clean, consistent design benefits all users.
Top Tip 2: Sections and Slide Titles
Navigation is essential in PowerPoint. Users need to know which slide they are viewing, which section it belongs to, and how to move efficiently through the presentation.
- Give every slide a unique, descriptive title
- Use sections with meaningful names
- Add subtitles where needed
Who Benefits?
Everyone. Clear structure supports all readers.
Top Tip 3: Slide Backgrounds
Background images and patterns can make content harder to read and should generally be avoided.
Why Backgrounds Cause Issues
- Screen reader users cannot navigate to background images
- Meaningful text in backgrounds is not announced
- Backgrounds reduce contrast
Backgrounds Are Only Acceptable When:
- They contain no meaningful information
- They do not interfere with foreground text
- They are purely decorative
Who Benefits?
All users benefit from uncluttered slides with strong contrast.
All Word documents should be accessible. It is poor practice to provide two versions of the same document, such as a plain text version and an inaccessible version.
If providing two versions is unavoidable, the alternative text version must be fully accessible.
This is our sample list of key top tips for Microsoft Word accessibility.
Tip 4: Fonts and Formatting
Fonts and formatting play an important role in document accessibility. Selecting a readable font makes content easier to understand.
The font Arial works well in most circumstances.
Recommended Font Types
- Arial
- Aptos
- Calibri
- Helvetica
- Times New Roman
- Tahoma
- Verdana
Who Benefits?
Accessible fonts benefit people with low vision and those with reading impairments such as dyslexia.
Tip 5: Text Format
Large blocks of text are more difficult to read. Use spacing and left alignment.
- Use left alignment
- Use paragraph spacing
- Use line spacing of 1.15 or more
Who Benefits?
People who are partially sighted and those with cognitive impairments benefit from well‑spaced text.
Tip 6: Navigation
Your document must be ordered and have a logical structure.
- Use Heading 1 for the document title, Heading 2 for main headings, and Heading 3–4 for subheadings
Do Not Skip Heading Levels
- Do not jump from Heading 1 to Heading 3 — this confuses assistive technology
Top Tip 7: Use Cell A1 for a Worksheet Title and Description
Providing a clear title and description in cell A1 is essential for accessibility and navigation.
Good practice
- Use cell A1 for a meaningful title
- Add a short description
- Include cell references for key content
Why this matters
Screen reader users often land in A1. A clear description gives immediate context.
Top Tip 8: Use Descriptive Worksheet Names
Rename each worksheet to reflect its content.
- Keep names short but meaningful
- Avoid Sheet1, Sheet2, etc.
Top Tip 9: Align Text Left and Numbers Right
Correct alignment improves readability and supports users with dyslexia and dyscalculia.
- Left-align text
- Right-align numbers