You may have a diagram, chart, or an image in your Word document. Those who have difficulty seeing often use a screen reading program to hear the document rather than read it. Screen reading programs use Alternative text (Alt Text) in a document to describe the diagram, chart, or image.
You can easily add Alt text to an image in your Word document. We will show you how to do this in simple, step-by-step instructions:
4 Methods to add Alt Text to an image in Microsoft Word:
- Add decorative image
- Allow Word to generate alternative text
- Add Alternative text
- Edit Alternative text
Let us begin.
Method #1: State Image is Decorative
Step #1: Open Word Document
Open a Word document that has an image.
Step #2: Open Alt Text dialogue box
Click on the image to select it.
The main menu will now show an additional tab, Picture Format.
Click on the Picture Format tab to change the ribbon.
In the section Accessibility, click on the Alt Text icon.
An Alt Text dialog box will open in the right-hand pane.
Step #3: Mark as decorative
If your image is a decorative one, click and select the box next to Mark as decorative at the bottom.
Close the Alt Text dialog box by clicking on the X icon in the top right corner.
Method #2: Use Word to Generate Alt Text
Step #1: Open Word Document
Open a Word document that has an image.
Step #2: Open Alt Text dialogue box
Click on the image to select it.
The main menu will now show an extra tab, Picture Format.
Click on the Picture Format tab to change the ribbon.
In the section Accessibility, click on the Alt Text icon.
An Alt Text dialog box will open in the right-hand pane.
Step #3: Auto-generate alt text
Click on the button Generate alt text for me.
Word generates the necessary alt text for the image.
Close the Alt Text dialog box by clicking on the X icon in the top right corner.
Method #3: Type Alternative Text
Step #1: Open Word Document
Open a Word document that has an image.
Step #2: Open Alt Text dialogue box
Click on the image to select it.
The main menu will now show an extra tab, Picture Format.
Click on the Picture Format tab to change the ribbon.
In the section Accessibility, click on the Alt Text icon.
An Alt Text dialog box will open in the right-hand pane.
Step #2: Type Alt Text
Click in the white box in the dialogue box.
Add a description of 1-2 sentences, describing the image to someone who cannot view it.
Close the Alt Text dialog box by clicking on the X icon in the top right corner.
Method #4: Edit an Image’s Alt Text
Step #1: Open Word Document
Open a Word document with an image with an associated alternative text.
Step #2: Edit Alternative Text
Right-click on the image.
A drop-down menu will open.
Click on the Edit Alt Text… icon.
An Alt Text dialog box will open in the right-hand pane.
The description of the image will appear in the description box.
Edit the description and change it according to your needs.
Close the Alt Text dialog box by clicking on the X icon in the top right corner.
Conclusion
We have shown you how you can add alt text to images in a Word document. We have also shown you how you can edit the alt text and change it according to your needs.
Be considerate and get into the habit of always adding Alt Text to images. You never know who will read your document, and it might be a person who uses a Screen Reader program.