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Part of Creating accessible documents

Document accessibility - Images and alt text

All document images must contain alt text, which is a written description of an image.

Overview

Alt text, which is short for alternative text, is a written description of an image. All document images must contain alt text. The alt text must be concise but include enough information to relay the image's main features.

Pictures, screenshots, icons, charts, tables, infographics, and other images convey important meaning and information. If a reader cannot see the image, the information is unavailable without alt text.

How a screen reader reads alt text

Image considerations

  • Infographics and charts

    Images, such as infographics or charts, can convey a lot of information. These images will need a caption or long description, as well as alt text. A long description is anything more than 6 sentences. It can appear anywhere that makes sense in the document, such as below the image, in a footnote or in an appendix. Ensure you add alt text to the image, including information on where the long description can be found.

    Data in graphs or charts should be written out in a table, which can be read by a screen reader. 

  • Decorative images

    Mark strictly decorative images as ‘decorative.’ This applies only if the image does not convey any information. An artistic dividing line or symbol at the end of a paragraph or page is an example of a decorative image.

  • Logos

    Describe logos as “logo of…" You can include a very brief description of the logo itself.

  • Image placement

    Place images in line with text, so the screen reader can read the text. Do not wrap text around an image or place the image behind or in front of text. Screen readers cannot access those images.

  • Writing descriptions

    Write out your description in a Word document and copy and paste it into the description box. If you write directly in the box, Word will not recognize grammar errors.

How to add alt text

  1. Select the image.
  2. Right click or open the context menu with the applications key or press shift+F10.
  3. Choose Edit Alt Text.
  4. Add a concise description conveying the purpose of the image or object in the document.
  5. If an image is purely decorative, type “decorative" in the alt text box (do not check the ‘mark as decorative’ box).
  6. Close the dialog box (there is no ‘ok’ or ‘save’ button).

Considering Context When Writing Alt Text

How make an image in line with text

  1. Select and right click the image. 
  2. Under the 'Wrap Text' drop-down menu, select 'In line with Text.'
  3. Alternatively, select the image and use the ‘Picture Tools’ pane, then select ‘In line with Text.’

How to wrap an image and add alt text