Alternate text in Microsoft Word

Alternative text, descriptions of images (Alt text), helps users understand the picture’s significance (or lack of). This content is typically only accessed with assistive technology. In some cases, if you hover your mouse over an image, you will see the alternate text as a popup.

Video Guide

As a general rule, when creating accessible documents, provide descriptions of the image in the source document. However, understand that not everyone may be able to access that alternate text.

Image context

Context is everything for images in your document. If the image adds important information to the learning experience, it should be described. If an image does not add any value, you may consider marking it as decorative. Let’s review some examples:

Example 1: Image

This image was found on the website which is trying to attract visitors. It needs detailed alternate text.

Alternate Text

A forest with giant sequoias, the largest trees in the world, is a feast for the senses. The giant sequoias’ red/orange bark is distinct among the grey and brown bark of other trees. And if you stand beneath one of these giants, you can gaze all the way up its tall trunk and through its high branches to see the sky above. The treetop is often hidden above the highest branches. If you are quiet and listen, you may hear a breeze rustling the foliage of smaller trees – the sugar pines, white and red firs, or incense-cedar. Or perhaps you’ll hear a woodpecker calling and tapping against a tree, seeking insects. If you have time to take a walk, you may see a giant sequoia along the trail – try to press your fingers against its spongy, thick bark.

Example 2: Icon

This image is an icon and, in my opinion, does not offer any additional value to the content provided. I would mark this as decorative.

Example 3: Pie Chart

This pie chart provides important information to the user. Because it is an image containing text, we need to provide all of the data in the description of the image.

Alternate text

The National Park Service Wilderness by category is as follows:

• Non-Wilderness. 340 Units. 14+ million Acres
• Eligible. 21 Units. 17+ mill Acres
• Proposed. 14 Units. 3+ million acres
• Recommended. 17 Units. 5+ million acres
• Designated. 50 Units. 44+ million acres

Always consider these factors when writing alternate text:

• Context is everything
• Decorative images should be marked as decorative
• Pie charts and other graphs will need all their data described
• Focus on the emphasis of the image
• Avoid using “image of” in your description
• Be sure to check that the image does not just have the file name in the alternate text area. Check all images and replace the default alt text value, such as ‘jordison.png’, with a meaningful description.
• Keep your alternate text below 100 characters. If more text is required – include it next to the image on the page.

Apply alternate text in Microsoft Word

1. Right click the image
2. Select Edit Alt text
3. Enter a description or mark as decorative

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!