Text Size in PowerPoint

Text in presentations must be large enough to read comfortably, whether viewing on a computer screen, projected on a wall, or viewed by audience members at the back of a room.

What This Means

Presentations are often viewed from a distance or on shared screens. Text that's too small becomes illegible, excluding users with low vision and making the presentation less effective for everyone.

Why It Matters

• Presentations are viewed from a distance unlike documents
• Projectors may reduce clarity, requiring larger text
• Users with low vision need adequate text size
• Readable text improves comprehension for all viewers

Common Violations

PPTX-09-001: Text Is Too Small to Read {#PPTX-09-001}

What's Wrong: Text on slides is too small to be comfortably read by audience members, especially those with visual impairments or sitting far from the screen.

Impact: Moderate - Content becomes difficult or impossible to read at typical viewing distances.

Minimum Size Recommendations:

• Slide titles: 28pt minimum (36-44pt recommended)
• Body text: 24pt minimum (28-32pt recommended)
• Chart labels: 18pt minimum
• Footnotes: 18pt minimum (avoid when possible)

How to Identify:

1. View the presentation in Slide Show mode
2. Step back from your monitor
3. Check readability from across the room
4. Use Reading View to simulate viewing experience

How to Fix:

1. Select the text to resize
2. Go to Home > Font Size
3. Increase to recommended size
4. Or use Format > Font for precise control

The "Back Row Test"

A simple test for readability:

1. View your slide on a typical monitor
2. Stand back 6-8 feet (2-2.5 meters)
3. Can you read all text comfortably?
4. If not, increase the size

This simulates viewing from the back of a presentation room.

Recommended Font Sizes by Element

Titles

Body Content

Supporting Elements

Factors Affecting Readability

Room Size

• Large rooms need larger text
• Consider the farthest viewer
• Double text size for very large venues

Screen Size

• Small screens need relatively larger text
• Consider laptop viewing vs. projection
• Multi-screen setups may vary

Lighting

• Bright rooms reduce contrast
• Dim rooms may allow smaller text
• Design for typical conditions

Font Choice

• Sans-serif fonts are more readable (Arial, Calibri)
• Avoid decorative fonts for body text
• Bold adds visibility but uses more space

Strategies for More Content

If you have too much text:

Reduce Content

• Edit for brevity
• One idea per slide
• Move details to speaker notes

Use Multiple Slides

• Split content across slides
• Each slide focuses on one point
• Maintains readable text size

Simplify Design

• Remove unnecessary graphics
• Increase text area
• Use cleaner layouts

Provide Handouts

• Detail in printed materials
• Slides stay clean and readable
• Audience can review later

Font Recommendations

Best for Presentations:

• Arial - Clean, widely available
• Calibri - Modern, readable
• Verdana - Designed for screens
• Helvetica - Classic, professional

Avoid:

• Decorative fonts (Comic Sans for professional use)
• Serif fonts for body text (harder to read projected)
• Very thin or light weights
• All caps for body text

Checking Font Sizes

In Normal View:

1. Select text
2. Look at Font Size in Home tab
3. Note sizes of different elements

Using Selection Pane:

1. Home > Arrange > Selection Pane
2. Click each text element
3. Check font size in toolbar

Slide Master View:

1. View > Slide Master
2. Review placeholder text sizes
3. Adjust master for consistent sizing

Template Considerations

Create Accessible Templates:

1. Start with appropriate font sizes
2. Set minimum sizes for each placeholder
3. Test at presentation size
4. Document size requirements

Review Existing Templates:

• Check default font sizes
• Modify if below minimums
• Test before important presentations

Best Practices

Do:

• Use 24pt minimum for body text
• Use 28pt+ for titles
• Test readability from a distance
• Consider your audience and venue
• Use sans-serif fonts

Don't:

• Shrink text to fit more content
• Use less than 18pt for any text
• Rely on "zoom" to read small text
• Use decorative fonts for body content
• Assume close viewing distance

Additional Resources

• Microsoft: Make your PowerPoint presentations accessible
• W3C WCAG 1.4.4 Resize Text
• WebAIM: Fonts