Adding Alt Text in Word

This article explains how alternative text (alt text) improves digital accessibility by providing meaningful descriptions of images for screen reader users. It outlines best practices for writing concise, objective alt text, clarifies when to use it or mark as decorative, and provides step-by-step instructions for adding alt text in Word.

Relevant to: faculty, staff, and students

This article contains information considered accurate at the time of publishing. Technology updates, changes in University security practices, policies and procedures may effect the information in this article - updates to articles are scheduled on a periodic basis and will address any required changes.

Introduction

Alternative text (alt text) provides written descriptions of images, shapes, charts, and other visual elements in a document. Screen readers announce alt text so that users who are blind or with low vision can understand the purpose and content of the visuals. Alt text is essential for meeting digital accessibility standards and for ensuring documents are perceivable under WCAG's POUR principles.

From Visual to Verbal: Translating Images into Meaning

Translating images into meaning is to describe not just what is visible, but what is significant, by capturing the information a viewer needs in order to understand the content without relying on sight. Therefore, alt text should be meaningful and concise. Best practices include keeping it brief while communicating the purpose of the visual element, being factual, and being objective. 

Focus on what the image shows, why it is included, and any essential data that it coveys.

Avoid redundancy in previously presented information and avoid including "image/picture/photo of" in the description because the screen reader will already announce that information.

When is alt text needed?

Add alt text to photos, images, illustrations, charts, graphs, icons, and the like. 

Do not add alt text to design elements that do not convey meaning (such as image borders); mark as decorative in such cases.

Adding Alt Text with your Mouse

1. Click on the visual element that requires alt text.

   

2. Right-click onto the visual element to activate the menu to select "View Alt Text."

   

3. The alt text panel will open on the right side of the screen.

   

4. Next, either insert your own alt text (Golden retriever lying on grass between a tabby cat and a squirrel, all facing forward close together) or work with AI to generate it.

   

5. If you selected "generate alt text for me" you must review the output and update it accordingly.

   • AI Output: Photograph showing a close-up of a tabby cat, golden retriever dog, and gray squirrel sitting closely together on grass. The dog appears happy with its tongue out, the cat looks calm, and the squirrel is holding a nut, highlighting an unusual peaceful interaction among different animal species.

     

   • Improved Version: A calm tabby cat, a happy golden retriever dog, and a gray squirrel holding a nut sit closely together on grass, revealing inter-species friendship at an animal rescue.

     

Adding Alt Text through the Task Ribbon

1. Click on the visual element that requires alt text.

   

2. Click on the Picture Format tab in the Task Ribbon.

   

3. Choose Alt Text from the Accessibility group in the Task Ribbon to activate the Alt Text Panel, and input your content.

   

Citation

ChatGPT. (2026). Image of Cat, Dog, Squirrel [AI-generated image].