Exporting & Sharing Accessible Presentations

Why it matters

Some export paths can strip structure or alter reading order. Share the most accessible format your audience can use. The format you choose for sharing can significantly impact whether your accessibility efforts reach the end user.

⚠️ Common accessibility losses during export

  • Alternative text: May be stripped in some formats
  • Reading order: Can become illogical in converted documents
  • Speaker notes: Often lost when exporting to image formats
  • Structure: Slide titles and layouts may lose semantic meaning
  • Interactive elements: Navigation and controls may become inaccessible

Format recommendations

  1. Prefer sharing the PPTX when feasible so users can adjust view, zoom, and access speaker notes
  2. If you must share PDF: File → Save As → PDF (Options → check 'Document structure tags for accessibility')
  3. Verify reading order and tags in the resulting PDF; complex slides may require remediation
  4. If posting to the web, also provide a handout or HTML summary of key content

Format comparison:

Format Accessibility Retention Best Use Cases Considerations
PPTX (Native) Excellent Collaborative editing, full feature access Requires PowerPoint or compatible software
Tagged PDF Good Read-only sharing, archival May need post-export accessibility fixes
HTML/Web Variable Web publishing, broad accessibility Depends on export method and platform
Images (JPG/PNG) Poor Visual previews only Avoid for primary sharing; supplement only

Accessible PDF export

Step-by-step process:

  1. Go to File → Save As
  2. Choose PDF as the file type
  3. Click Options
  4. Check 'Document structure tags for accessibility'
  5. Ensure 'Include hidden slides' is unchecked unless needed
  6. Click OK and save

Post-export verification:

  • Test with screen reader: Verify content is announced correctly
  • Check reading order: Ensure logical flow through content
  • Verify alt text: Confirm images have appropriate alternative text
  • Test navigation: Ensure bookmarks and structure work properly

Common PDF accessibility issues:

Issues that may require fixing:

  • Incorrect reading order: Content may be read out of sequence
  • Missing alt text: Images may lose their descriptions
  • Poor heading structure: Slide titles may not be tagged as headings
  • Broken links: Hyperlinks may not function properly

Remediation tools:

  • Adobe Acrobat Pro: Full PDF accessibility editing
  • PAC (PDF Accessibility Checker): Free accessibility validation
  • CommonLook PDF: Professional accessibility remediation

Web sharing options

Microsoft platforms:

  • SharePoint: Native PowerPoint viewing with accessibility features
  • OneDrive: Web-based viewing and sharing
  • Teams: Integrated presentation sharing
  • PowerPoint Online: Browser-based editing and viewing

Third-party platforms:

  • SlideShare: Check accessibility features before uploading
  • Google Slides: Consider converting and verifying accessibility
  • Prezi: Limited accessibility features; use with caution
  • Custom websites: Export to HTML and enhance accessibility

Web accessibility enhancements:

  • Provide transcripts: Full text version of presentation content
  • Add navigation: Table of contents or slide index
  • Include metadata: Proper titles, descriptions, and keywords
  • Test with assistive technologies: Verify web accessibility

Platform considerations

Audience needs assessment:

  • Technical capabilities: What software can your audience use?
  • Device preferences: Desktop, mobile, or mixed usage?
  • Accessibility requirements: Known assistive technology users?
  • Security constraints: Any file format restrictions?

Multi-format strategy:

Primary format:

  • Choose most accessible option for your audience
  • Usually PPTX for internal sharing
  • Tagged PDF for broader distribution

Supplementary formats:

  • HTML summary for web users
  • Audio recordings for complex content
  • Text transcripts for reference

Documentation and support:

  • Include instructions: How to access and use the presentation
  • Provide contact information: Support for accessibility questions
  • List system requirements: Software or hardware needed
  • Offer alternatives: What to do if the primary format doesn't work

Quick checklist

Before sharing your presentation:

  • ☐ Most accessible format offered (PPTX preferred)
  • ☐ Tagged PDF option used if exporting to PDF
  • ☐ Reading order verified in exported formats
  • ☐ Alternative text preserved in shared versions
  • ☐ Instructions provided for accessing content
  • ☐ Multiple formats available when needed
  • ☐ Contact information included for accessibility support
  • ☐ Content tested with assistive technologies where possible