How to Check Reading Order in PowerPoint: A Complete Guide

When creating PowerPoint presentations, ensuring the correct reading order is crucial for both accessibility and usability. A well-structured reading order helps screen readers to interpret the content logically, benefiting users with visual impairments. It also ensures that your audience follows the flow of your slides as intended. In this article, we’ll walk you through how to check and adjust the reading order in Microsoft PowerPoint using easy-to-follow steps.

Why Is Reading Order Important in PowerPoint?

Reading order in PowerPoint dictates the sequence in which the elements on your slide are read by a screen reader or displayed when the slide is viewed. If the reading order is incorrect, the content may not make sense when presented. This can confuse your audience and hinder the accessibility of your presentation.

Common Problems Caused by Incorrect Reading Order

1. Misinterpretation of content by screen readers.
2. Disruption in the logical flow of information.
3. Difficulty in following the presentation.

How to Check Reading Order in PowerPoint

Step 1: Open the PowerPoint Presentation

Begin by opening your PowerPoint presentation. Navigate to the slide where you want to check the reading order.

Step 2: Access the Selection Pane

The Selection Pane is a useful tool for viewing and managing the order of elements on a slide.

1. Go to the Home tab.
2. Click on Arrange in the Drawing group.
3. Select Selection Pane from the dropdown menu.

The Selection Pane will appear on the right side of your screen, listing all the objects on your slide.

Step 3: Review the Order of Objects

In the Selection Pane, objects are listed in reverse order. The bottom-most item in the pane is read first by a screen reader. Therefore, the order should be from the most important to the least important content as you go up the list.

Example:

Note: The title should always be the first item read.

Step 4: Adjust the Reading Order

To adjust the reading order:

1. Click on an object in the Selection Pane.
2. Use the arrow buttons at the bottom of the pane to move the object up or down in the order.
3. Repeat this process until the objects are in the correct sequence.

Advanced Tips for Managing Reading Order in PowerPoint

Use Alt Text for Better Accessibility

Adding Alt Text (alternative text) to images and objects helps screen readers describe the content to users who may not be able to see the slide.

1. Right-click the object.
2. Select Edit Alt Text.
3. Enter a description that conveys the content or purpose of the object.

Grouping Objects

Grouping multiple objects can simplify managing your slide content. When objects are grouped, they will be read as a single item by a screen reader.

1. Select multiple objects by holding the Shift key and clicking on them.
2. Right-click and select Group from the context menu.
3. Adjust the position of the grouped object in the Selection Pane as needed.

Checking Reading Order for All Slides

Checking the reading order slide by slide can be time-consuming. PowerPoint does not have a built-in feature to check the reading order for all slides at once, but you can use a systematic approach to review and adjust each slide.

Use the Outline View

The Outline View in PowerPoint provides a text-based view of your presentation. This is useful for reviewing the reading order of text content.

1. Click on the View tab.
2. Select Outline View.

In Outline View, you can see the text content of your slides in sequence, which helps ensure that the order makes sense.

Use PowerPoint Accessibility Checker

PowerPoint includes an Accessibility Checker that identifies issues that might affect the reading order.

1. Go to the Review tab.
2. Click Check Accessibility.

The Accessibility Checker will highlight potential problems, including those related to reading order, and suggest ways to fix them.

Best Practices for Ensuring Correct Reading Order

Maintaining a logical and accessible reading order throughout your presentation is essential for effective communication. Here are some best practices to follow:

Start with a Template

Using an accessibility-friendly template can help ensure that the reading order is logical from the start. These templates are designed with correct layering and grouping, reducing the amount of manual adjustment needed.

Consistent Layouts Across Slides

Use consistent layouts to make sure that the reading order is predictable for users. This means keeping titles, text boxes, images, and other elements in similar positions on each slide.

Test with a Screen Reader

If possible, test your presentation with a screen reader to ensure that it reads the content in the correct order. This is particularly important for presentations intended for an audience that includes individuals with visual impairments.

Common Mistakes to Avoid

Even when following best practices, it’s easy to make mistakes. Here are some common pitfalls to watch out for:

Overlapping Elements

If objects on your slide overlap, they may be read out of order. Always check the reading order if you move or resize elements on your slide.

Ignoring Non-Text Elements

Remember that all visual elements, including shapes, images, and charts, have a place in the reading order. Ensure that these elements are logically ordered alongside the text.

Not Grouping Related Elements

For complex slides with multiple objects, grouping related elements can help manage the reading order more effectively. However, make sure that the grouped items are still read in a logical sequence.

Troubleshooting Reading Order Issues in PowerPoint

Despite your best efforts, you might encounter issues with reading order. Here are some troubleshooting tips:

Objects Not Appearing in the Selection Pane

If an object is not listed in the Selection Pane, it may be hidden or locked. Ensure all objects are visible and unlocked before adjusting the reading order.

Incorrect Reading Order Despite Adjustments

If the reading order does not change after adjusting the Selection Pane, try saving and restarting PowerPoint. If the issue persists, check for software updates, as this could be a bug that has been addressed in a newer version of PowerPoint.

Final Thoughts

Checking and adjusting the reading order in PowerPoint is an essential step in creating accessible and user-friendly presentations. By following the steps outlined in this guide, you can ensure that your content is read in the correct sequence, making your presentation more effective for all users.

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Trish Dixon

Trish Dixon is the founder of PPTBliss and a PowerPoint expert with over a decade of experience in presentation design. Passionate about visual storytelling, Trish shares her expertise through easy-to-follow tutorials on slide design, animations, transitions, and best practices, helping professionals create impactful presentations across industries.

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