Power Point - Reading Order & The Selection Panel

PowerPoint Accessibility Technical Standard 2: Reading Order & the Selection Pane

The “Why” Behind the Standard

When a screen reader encounters a slide, it reads objects based on their internal stacking order (also called z‑order), not their visual placement. This means content may be announced out of sequence if objects were added or edited in a different order than they appear on screen.

For example, if body text is added first, an image second, and the title last, a screen reader may announce the title after the body content.

The Goal: Arrange items in the Selection Pane so a screen reader announces content in a logical, top‑to‑bottom, left‑to‑right order.

Step 1: Access the Selection Pane

The Selection Pane is a structural map of the slide, listing every object it contains.

1. Go to the Home tab.
2. In the Editing or Drawing group, select Arrange.
3. Choose Selection Pane from the bottom of the menu.
4. The Selection Pane opens on the right side of the screen.

Step 2: Understand the “Bottom‑to‑Top” Logic

This is the most counter‑intuitive part: PowerPoint and Acrobat read the Selection Pane from bottom to top.

• The item at the very bottom of the list is read first.
• The item at the very top of the list is read last.

Correct Order in the Selection Pane:

1. Title (should be at the bottom of the list)
2. Body text or main content (middle of the list)
3. Images and captions (upper middle)
4. Footer or slide number (should be at the top of the list)

Step 3: Reorder Objects

If the reading order is incorrect, objects must be manually reordered.

1. Select an object in the Selection Pane (for example, “Title 1”).
2. Drag the object to the correct position, or use the Up and Down arrows.
3. Tip: Selecting an item in the pane highlights it on the slide, helping you confirm what you are moving.

Step 4: Rename Objects for Clarity

By default, objects have generic names such as “Graphic 4” or “TextBox 7,” which makes reordering difficult.

1. Double‑click an object name in the Selection Pane.
2. Rename it with a clear label such as “Main Heading,” “Profile Photo,” or “Key Findings List.”
3. Note: These names are for your reference only. They are not read aloud by screen readers.

Step 5: Verify the Order (Visual Check)

After adjusting the Selection Pane, verify the order using the Accessibility Checker.

1. Go to Review and select Check Accessibility.
2. Look for the warning “Check Reading Order.”
3. Select the slide you just edited.
4. The Reading Order Pane opens. In this view, items are displayed top to bottom. Ensure the numbered order matches your intended reading flow.

Step 6: Handle Decorative Items

Decorative shapes or lines should not be announced by a screen reader.

1. Locate the decorative object in the Selection Pane.
2. Either hide it visually using the eye icon, or (preferred) right‑click the object, select View Alt Text, and check Mark as decorative.
3. Once marked decorative, the object will no longer trigger a “Check Reading Order” warning.

Quick Checklist for Reading Order

• [ ] Is the Title at the bottom of the Selection Pane?
• [ ] Does the reading order follow a logical storytelling flow?
• [ ] Are objects clearly named for easy editing?
• [ ] Are all purely decorative elements marked as Decorative?