Prebuilt Slide Layouts

What it is

Prebuilt slide layouts are ready-made templates within PowerPoint that define where different types of content should be placed on a slide. Each layout includes placeholders for titles, text, images, and other content. These layouts are designed to be accessible by default when used correctly.

PowerPoint provides many standard layouts like Title Slide, Title and Content, Two Content, Comparison, and more. Each layout creates a proper structure that screen readers can navigate.

Why it matters

Using prebuilt layouts ensures proper structure and accessibility:

  • Screen reader navigation: Layouts create logical reading order automatically
  • Proper tagging: Content is correctly identified as titles, headings, or body text
  • Keyboard navigation: Tab key moves through content in proper sequence
  • Consistency: All slides follow the same structural pattern
  • Saves time: No need to manually structure each slide

Common mistakes to avoid

  • Using blank slides and adding content manually
  • Adding text boxes instead of using placeholders
  • Deleting or moving content outside of placeholders
  • Creating slides without titles

How to use prebuilt slide layouts

Steps to apply a layout to a slide

  1. Select the slide you want to format
  2. Go to the Home tab
  3. Click Layout in the Slides group
  4. Choose a layout that matches your content needs
  5. Click on the layout to apply it

Choosing the right layout

  • Title Slide: Use for the first slide with presentation title and author
  • Title and Content: Most common layout for body content with one main area
  • Two Content: For comparing two items side by side
  • Comparison: For showing two columns with headings
  • Title Only: When you need to add images or custom content but want a title
  • Section Header: For dividing your presentation into sections

Working with placeholders

Placeholders are the boxes on a layout where you add content. They come in different types:

  • Title placeholder: For the slide title (appears on every layout except blank)
  • Text placeholder: For body text and bullet points
  • Content placeholder: For text, images, charts, tables, or other content

How to use placeholders correctly

  1. Click inside the placeholder
  2. Type or paste your content
  3. The placeholder will automatically resize to fit
  4. Never delete the placeholder itself

Text boxes (don't use them)

What they are

Text boxes are containers that you can add anywhere on a slide using Insert > Text Box. Unlike placeholders, text boxes are not part of the slide's structure.

Why to avoid them

Text boxes create serious accessibility problems:

  • Reading order issues: Screen readers may not read them at all or read them in wrong order
  • No structure: Content in text boxes isn't identified as any specific type
  • Navigation problems: Keyboard users can't easily navigate to text boxes
  • Hidden from Outline: Text boxes don't appear in Outline View
  • Export issues: May not export correctly to PDF or other formats

What to use instead

  • Use placeholder boxes from layouts
  • Choose a different layout if current one doesn't meet your needs
  • Create custom layouts if you need specific arrangements
  • Never use text boxes for important content

⚠️ Text box warning

If you find text boxes in an existing presentation, they must be replaced with proper placeholders for the presentation to be accessible. Check Outline View - if content doesn't appear there, it's likely in a text box.

Layout placeholders versus text boxes

How to tell the difference

Feature Layout Placeholder Text Box
Appearance Part of the layout, has dotted border when empty Added manually, solid border
Outline View Content appears in Outline View Content does NOT appear in Outline View
Screen Reader Read automatically in correct order May not be read or read in wrong order
Structure Identified as title, content, etc. No structural identification
Best Practice Always use these ✅ Never use these ❌

How to check what you have

  1. Go to View > Outline View
  2. Check if all your text content appears in the outline
  3. If text is missing, it's in a text box and needs to be moved to a placeholder
  4. Review the Reading Order Pane to see how content is structured

Custom slide layouts

When to create custom layouts

Create custom layouts when:

  • You need a specific arrangement not available in standard layouts
  • You use the same non-standard structure repeatedly
  • You want to ensure consistent accessible structure across presentations
  • Standard layouts don't match your organization's needs

How to create accessible custom layouts

  1. Go to View > Slide Master
  2. Click Insert Layout to create a new layout
  3. Use Insert Placeholder to add placeholder boxes
  4. Choose the placeholder type (Title, Content, Text, etc.)
  5. Position and size the placeholders as needed
  6. Test the reading order in the Reading Order Pane
  7. Close Slide Master view to return to Normal view

Custom layout best practices

  • Always include a title placeholder
  • Use proper placeholder types (not text boxes)
  • Test reading order before using the layout
  • Keep layouts simple and logical
  • Document any custom layouts for other users
  • Save as a template for reuse

Prebuilt slide layouts checklist

  • ☐ Using prebuilt layouts (not blank slides)
  • ☐ Every slide has a title placeholder with content
  • ☐ All content is in layout placeholders
  • ☐ No text boxes used for important content
  • ☐ All text appears in Outline View
  • ☐ Reading order is logical
  • ☐ Custom layouts use placeholders (not text boxes)
  • ☐ Layouts tested with screen readers

Slide Layouts and Structure checklist

  • ☐ Use built-in slide layouts (not blank slides)
  • ☐ Every slide has a unique, descriptive title
  • ☐ Content uses placeholder boxes from layouts
  • ☐ Visual hierarchy is clear and consistent
  • ☐ All text content is available in Outline View
  • ☐ Tab navigation follows logical sequence