Creating accessible documents and PowerPoint slide decks

What is accessibility?

Accessibility means designing content so that it can be accessed, understood and used by as many people as possible. When you create an accessible Word document or PowerPoint slide deck, you are making sure that everyone has an equal opportunity to engage with your work, regardless of how they access information. 

People interact with digital content in different ways. Some use a mouse and screen, while others use assistive technologies such as screen readers, speech recognition software, screen magnifiers or alternative input devices. Accessibility helps ensure that your work can be accessed effectively by all of these audiences and the technology they use.

What is an accessible Word document or PowerPoint slide deck?

An accessible Word document or PowerPoint slide deck is one that has been designed to be easy to read, navigate and understand.

This includes using clear headings, meaningful structure, readable fonts, good colour contrast, alternative text for images, and simple layouts. It also means presenting information in a way that does not rely on visual elements alone.

Accessible Word documents and PowerPoint slide decks can be interpreted more effectively by assistive technologies and are often easier for everyone to follow, regardless of how they access the content.

Why is accessibility important at The Open University?

The Open University is committed to making learning open to all. Our students come from a wide range of backgrounds, circumstances and learning environments. Some students may use assistive technologies, while others may access their learning materials on mobile devices, tablets or laptops. Some may have disabilities or health conditions that affect how they interact with digital content, and others may simply benefit from clear, well-structured information.

When you create accessible Word documents and PowerPoint slide decks, you help ensure that all students have an equal opportunity to access and understand information. This supports inclusive learning and helps remove barriers that might otherwise make it difficult for someone to engage with your work.

Accessibility is also an important digital skill. Learning how to create accessible documents and slide decks now will help you throughout your studies and in your future career, as accessibility is an increasingly important consideration in many workplaces and professions.

Who benefits from accessible Word documents and PowerPoint slide decks?

Accessible Word documents and PowerPoint slide decks benefit a wide range of people, including:

  • People who are blind or have low vision.
  • People who use screen readers or screen magnification software.
  • People with dyslexia or other specific learning differences.
  • People with cognitive or neurodivergent conditions who benefit from clear structure and consistent layouts.
  • People with colour vision deficiencies.
  • People accessing content on mobile devices or smaller screens.
  • People studying in busy environments or under time pressure.
  • People whose first language is not English and who benefit from clear organisation and presentation of information.

In practice, many of the features that make Word documents and slide decks accessible make them easier for everyone to use.

Accessibility benefits everyone

It is easy to think that accessibility only matters for a small number of people, but the same features that make a Word document or slide deck accessible often make it clearer and easier to use for all readers.

For example:

  • Headings help readers find information quickly.
  • A table of contents or contents slide makes it easier to navigate longer pieces of work.
  • Good colour contrast improves readability.
  • Alternative text helps explain images when they cannot be seen.
  • Clear charts and graphs make information easier to interpret.
  • Simple layouts reduce distraction and help readers focus on key messages.

The result is not just a more accessible Word document or PowerPoint slide deck, but a better one.

Using these guides

These student guides don’t cover everything about how to create accessible Word documents or PowerPoint slide decks, but they focus on a small number of simple accessibility practices that can make a significant difference to how easily your work can be used and understood.

You do not need to be an accessibility expert to create accessible Word documents and PowerPoint slide decks. Small changes, such as using headings correctly, choosing readable fonts and adding alt text to images, can have a positive impact on the experience of your audience.

Use these guides while creating your Word documents and PowerPoint slide decks and revisit them before submitting your work. By developing accessible practices from the start, you will create work that is more inclusive, easier to understand, and better suited to the diverse community of learners at The Open University.

PowerPoint accessibility guide Word accessibility guide