Inserting alt text in Word is a straightforward process that makes documents more accessible. Alt text, or alternative text, provides descriptions of images for those who use screen readers. This guide will walk you through adding alt text to images in Word documents.
How to Insert Alt Text in Word
Inserting alt text in Word will make your documents more accessible to those who rely on screen readers. Follow these steps to add meaningful descriptions to images.
Step 1: Select the Image
Click on the image you want to describe.
By selecting the image first, you ensure that the alt text is applied to the correct object. This action will bring up the Picture Tools Format tab.
Step 2: Open the Format Picture Pane
Right-click the image and select "Format Picture."
Right-clicking the image will open a context menu. Choose "Format Picture" to access more settings for the image.
Step 3: Navigate to the Alt Text Tab
Click on the "Layout & Properties" icon, then select the "Alt Text" tab.
In the Format Picture pane, you’ll find various icons. The "Layout & Properties" icon looks like a box with a diagonal arrow. Click this, then go to the Alt Text tab.
Step 4: Enter the Alt Text
Type your description in the "Description" field.
Describe the image as clearly and concisely as possible. A good alt text provides the same information that the image conveys.
Step 5: Save Your Changes
Click anywhere outside the pane to save your changes.
Once you’ve entered the alt text, click outside the Format Picture pane to save it. Your image now has alt text!
After you complete these steps, your Word document will be more accessible. When someone uses a screen reader, the alt text you entered will be read aloud, describing the image.
Tips for Inserting Alt Text in Word
- Keep descriptions clear and concise.
Long alt text can be overwhelming. Aim for a brief but informative description. - Focus on the essential details.
Describe what’s most important or relevant about the image. - Avoid redundancy.
Don’t include phrases like "image of" or "picture of" since screen readers already identify it as an image. - Use proper punctuation.
Proper grammar and punctuation make the alt text easier to understand. - Test with a screen reader.
If possible, test your document with a screen reader to ensure the alt text is helpful.
Frequently Asked Questions
What is alt text?
Alt text is a description of an image that helps people using screen readers understand the content.
Why should I use alt text?
Alt text makes your documents more accessible to people with visual impairments.
Can I add alt text to all images in a document?
Yes, you can and should add alt text to every image in your document.
What if I don’t know how to describe an image?
Use your best judgment to describe what you see and what is important about the image.
Is there a character limit for alt text in Word?
While there’s no strict limit, keeping it concise is always best practice.
Summary
- Select the image.
- Open the Format Picture pane.
- Navigate to the Alt Text tab.
- Enter the alt text.
- Save your changes.
Conclusion
Inserting alt text in Word is a small but significant step toward making your documents accessible to everyone. By following the easy steps outlined above, you can help ensure that your content is inclusive. Remember, accessibility is not just a feature; it’s a necessity for many users. When you take the time to add alt text, you’re making a positive impact on someone’s ability to access information. For further reading, consider looking into more accessibility best practices for digital documents. By doing so, you’ll continue to make your content welcoming to all readers.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.