How to add alternative text to images in Word for accessibility?

To make Word documents accessible, add alt text to images using these steps: 1. Right-click an image and select Edit Alt Text to enter a description. 2. Use the Picture Format tab’s Alt Text option for title and details. 3. Run Accessibility Checker under File > Info to find and fix missing alt text.

If you need to make your Word documents more accessible, adding alternative text to images is essential. Here’s how to do it:

The operating environment of this tutorial: Dell XPS 13, Windows 11

1. Use the Built-in Alt Text Pane

Microsoft Word includes a dedicated alt text pane that allows you to describe images for screen readers. This method directly embeds descriptive text into the image properties.

• Right-click the image you want to add alt text to
• Select Edit Alt Text from the context menu
• A sidebar will appear on the right—enter a concise description in the text field
• Include key details such as the image's purpose, content, and context

2. Add Alt Text via Picture Format Tab

This approach uses the ribbon interface under the Picture Format tab, which appears when an image is selected. It provides access to accessibility features including alt text.

• Click on the image to activate the Picture Format tab
• In the Arrange group, click Alt Text
• A dialog box will open with a field for title and description
• Enter a brief title and a more detailed description if necessary

3. Use Accessibility Checker to Verify Alt Text

The Accessibility Checker helps identify missing alt text and other potential issues. Running this tool ensures your document meets basic accessibility standards.

• Go to the File tab and select Info
• Click Check for Issues, then choose Check Accessibility
• Review the list under "Accessibility: Document Checkup"
• Click on any flagged image and follow the prompt to add missing alt text

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