Office Settings & Configuration

How to Resolve PowerPoint Accessibility Warnings for Videos Without Captions

WPS Editor Oct 7, 2026 870 views

Question details

The user needs to clear or resolve the warnings triggered by the Accessibility Checker when a video without captions is inserted into a presentation.

How to Resolve PowerPoint Accessibility Warnings for Videos Without Captions

Product: PowerPoint
Device & OS: not provided
Scenario: Running the built-in Accessibility Checker before sharing a presentation to ensure it meets accessibility standards.
Observed behavior: The Accessibility Checker flags videos that lack closed captions and reports a warning, even if the inserted video only contains background music or no meaningful audio.

Before you start

Before modifying your media files, evaluate the actual purpose of the video in your presentation to determine whether it requires full text alternatives or if it can be safely marked as decorative.

Solution 1Recommended

Mark the Video as Decorative

Use this method if the video is purely visual or contains nonessential audio that does not convey important information.

Marking a media object as decorative tells screen readers and the Accessibility Checker to ignore the element, which will instantly clear the warning.

Select the video object

Click on the video object inserted on your PowerPoint slide to select it.

Open Alt Text settings

Right-click the video and select 'Edit Alt Text' from the context menu to open the Alt Text pane on the right side of the screen.

Mark as decorative

In the Alt Text pane, check the box labeled 'Mark as decorative'. The warning in the Accessibility Checker should now disappear.

Accessibility Note: While marking a video as decorative removes the automated warning, ensure that doing so does not deprive viewers of important context. Passing the checker and making a presentation genuinely accessible are not always the same thing.

Solution 2

Provide a Transcript or Equivalent Description

Ideal for videos where the audio conveys critical information but formal closed caption files are unavailable.

Solution 3

Extract the Audio Track and Insert as Audio File

Best for media files inserted as videos that are actually just needed for their background music or voiceover.

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Frequently Asked Questions

Why does the Accessibility Checker flag music-only videos?

The Accessibility Checker cannot automatically distinguish between spoken words and background music. It flags all inserted video objects lacking embedded closed captions to ensure no critical audio information is missed by viewers with hearing impairments.

Can I add closed captions directly inside PowerPoint?

Yes, you can insert captions by selecting the video, navigating to the 'Playback' tab on the ribbon, and choosing 'Insert Captions'. However, you will need a standard WebVTT (.vtt) caption file prepared beforehand.

Does ignoring the accessibility warning make my presentation inaccessible?

Not necessarily. If the video contains no essential information (such as generic background visuals or music), ignoring the warning or marking it as decorative does not harm the actual accessibility of your presentation. The goal is genuine accessibility, rather than just achieving a perfect score on the automated checker.

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