Make Existing PowerPoints Accessible
Check Reading Order
Check reading order is one of the most common errors in PowerPoints. The reading order is the coded order of slide elements. The reading order determines the sequence titles, text, and other media are read aloud by assistive technology. Using properly built slide layouts creates clean, organized slides and helps ensure proper reading order.
Who reading order affects
Learners with dyslexia, ADHD, or visual disabilities may rely on assistive technology to consume PowerPoint content. When the coded order does not match the visual sequence of slide content, the slide will not be read in the correct sequence by assistive technology. Those learners will not have an equitable opportunity to consume and understand learning material.
In the above video example, the reading order does not match the visual order. This can happen when using ad-hoc custom layouts or creating slides without placeholders.
How to fix it
PowerPoint’s Check Accessibility tool automatically checks for reading order issues. In the Accessibility panel, Check reading order will appear under Document Structure.
To amend reading order, select Check reading order to reveal the slide(s) with inaccessible reading order and a shortcut to the Reading Order Pane via the Check Object Order button. Or move to the Accessibility tab and select Reading Order Pane.
In the Reading Order Pane, click on an item to show an outline around that item on the slide. Or select an item on the slide to see it highlighted in the Reading Order Pane.
To correct the reading order, either click and drag or select and item use the up and down arrows to move items to the correct order. Moving items in the reading order will not change the visual appearance of your slides.
On macOS, the Reading Order Pane is replaced by the Selection Pane. To amend reading order on macOS, move to the Accessibility tab and choose Selection Pane.
Use the Selection Pane to drag and drop objects to the correct order. Note: the selection pane reads bottom-to-top i.e. the title of your slide should be at the bottom of the Selection Pane list and last item to be read should be at the top.
reading order
correct reading order
Warning
Note that Check reading order appears as a warning, not an error.
PowerPoint assumes content will be read in a Z pattern based on how the English language is read: starting from the top left moving to the top right and then back down to the lower left and across to lower right. A slide could have a visual sequence that does not match that pattern. Thus, it is possible that Check reading order will be a false positive. Verify the Reading Order pane matches the intended visual sequence.
Learn how to make slides easier to read with the Reading Order pane
How to prevent it next time
Use placeholders (on the Home tab select New Slide Button and choose desired layout or change an existing slide by selecting Layout on the Home tab) and work in order:
- Enter a title in the title placeholder.
- Add content to first placeholder.
- Add content to second placeholder, etc.
- Use built-in tools to add slide numbers or footers, not manual text boxes.
Avoid manually inserting textboxes. If you need layouts beyond the PowerPoint defaults, learn how to customize a slide master.
Learn more by watching this video on creating accessible reading order.
For a thorough exploration of all features read the PowerPoint accessibility chapter of the Accessibility Handbook for Teaching and Learning.
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