Accessible Reading Order in PowerPoint Slides

Creating visually engaging slides is important—but ensuring they’re accessible is essential. For students using screen readers, the reading order of slide content determines how information is understood. If items are read out of sequence, the message can become confusing or meaningless.

Why Reading Order Matters

Screen readers read slide content in the order it was added—not necessarily how it appears visually. This can result in jumbled narration like:

“Picture 22, rectangle 7. Text box 2, Customer Focused Approach…”

To avoid this, ensure your slides follow a logical reading order that matches the visual layout.

Benefits for Everyone

• Students with vision or reading disabilities can follow the content clearly and confidently.
• All learners benefit from well-structured slides, especially when reviewing materials independently.
• Accessible slides are easier to convert into handouts or alternative formats.

How to Set the Reading Order

1. Use built-in slide layouts—they’re designed with accessibility in mind.
2. If you rearrange items or use custom layouts, go to:
   • Review tab > Check Accessibility > Reading Order Pane
3. In the pane:
   • Drag items to match the visual layout.
   • Group related items (Ctrl+click, then Ctrl+G) and add meaningful alt text.
   • Exclude decorative items that don’t convey meaning.

Quick Takeaway

Before sharing your slides, check the reading order using the Accessibility Checker. It takes less than a minute—and makes a world of difference.

For a quick walkthrough, check out this video on setting reading order in PowerPoint.

He aroha whakatō, he aroha puta mai – if kindness is sown, then kindness you shall receive. Making your slides accessible is a powerful act of inclusion.