PowerPoint Accessibility Checker

PowerPoint Technical Standard 10: The Accessibility Checker (Validation)

The “Why” Behind the Standard

Accessibility is a technical requirement, and even experts can miss small details such as a hidden reading order error or a missing document title. The Accessibility Checker acts as an automated auditor, scanning your presentation for known barriers. However, because it is automated, it cannot catch everything (such as the accuracy of alt text), so a final human review is required.

The Goal: Achieve a “No Accessibility Issues Found” report and manually verify all Warnings and Tips.

Step 1: Running the Full Check

You should run this check throughout the design process, but it is mandatory before any final distribution.

1. Go to the Review tab in the top ribbon.
2. Select Check Accessibility.
3. The Accessibility Pane will open on the right side of the screen.

Step 2: Understanding the Three Categories

The checker classifies issues by their impact on the student:

• Errors (Critical): Content that is impossible for people with disabilities to read or understand (for example, missing alt text or missing slide titles). These must be fixed to meet Title II standards.
• Warnings (Recommended): Content that most people with disabilities can access, but that may be confusing or difficult (for example, reading order or low contrast).
• Tips (UX Improvement): Suggestions that improve usability for everyone (for example, duplicate slide titles).

Step 3: Fixing Errors in Real Time

One of the most useful features of the checker is the Recommended Actions menu.

1. Click an error (for example, “Missing Alt Text”).
2. PowerPoint highlights the exact object that is failing.
3. Click the dropdown arrow next to the item.
4. Select a suggested fix (such as “Add a description” or “Mark as decorative”). The error disappears as soon as it is resolved.

Step 4: The Mandatory Manual Checks

There are two items the computer cannot fully verify. You must right‑click these in the list and select “Mark as Verified” only after reviewing them yourself:

1. Reading Order: The checker knows a reading order exists, but it does not know if it makes sense. Verify this manually using the Selection Pane.
2. Color Contrast: The checker can miss text over images or gradients. Visually confirm that all text is sharp and readable.

Step 5: Inspecting Document Properties (Metadata)

A common hidden failure is a missing document title in the file’s metadata.

1. Go to File > Info.
2. On the right side, find the Properties section.
3. Ensure the Title field is filled in (for example, “ECON 101 – Lecture 4: Macroeconomics”).