Accessible PowerPoint (implementation guide)

3.6. Reading order

The reading order for the elements of a slide is logical (exception for decorative elements).

What is meant by this?

It is important to place the content on the slides in PowerPoint in an intended and logical reading order so that the elements of a slide can be (pre-)read in a meaningful and understandable sequence. Elements such as headings, texts, graphics and other media should be organised in a comprehensible structure and reading order. The reading order should correspond to the visual arrangement of the elements on the slide.

Why is it important?

A logical reading order is important to ensure that recipients who rely on screen readers or speech output are able to understand the content of a slide in an understandable way. If the reading order of the elements is not logical, this can lead to confusion and make approval of the content difficult or even impossible, as the screen reader or voice output reads the content in a jumbled manner. Contexts within a slide can be lost and references misunderstood.

How can I implement/check it?

To ensure that the reading order is logical, the elements of a slide should be created in the order in which they are to be read on the slide. Headings and texts should also be organised in a comprehensible structure. If graphics or other media are used, they should be linked to the corresponding texts or headings so that their meaning is clear. Attention should also be paid to a clear visual arrangement of the elements so that the reading order corresponds to the visual arrangement.

The reading order within a slide can be checked as follows:

For Mac (not accessible):

1. Select the film to be checked.
2. Go to "Arrange" in the top menu ribbon and select "Rearrange objects".
3. A new window appears. The objects are shown there on individual, transparent slides in diagonal order. The order of the slides is from front (1) to back.
4. Hold down the left button on your computer mouse and move the slides to the position where the corresponding element should be according to the reading order.
5. Then click on "OK".

Make sure that the title at the front (1) and the footer at the back are in reading order.

For Windows:

1. Select the slide for which you want to check the reading order.
2. Click on the "Check" tab.
3. Select "Reading order range" from the "Check accessibility" section.
4. The "Reading order area" window opens. In this window, you will see a list of all elements on the slide in the order in which they are read.
5. Check the list for logical and comprehensible sequence.
6. If the order does not make sense, click on the element in the list that you want to move and drag it to the desired position.
7. Check the reading order again to ensure that it now makes sense and is understandable.
8. Repeat this process for each slide in your presentation.