Accessibility: Alternative Text

Why is this important?
  • Conveys essential visual information to users who cannot see images.
  • Supports screen reader interpretation.
  • Improves search engine optimization and content accessibility.
When to use it

Use alt text for all images, icons, charts and graphics in documents, presentations, emails and web content.

How to use it

In Word or PowerPoint: Right-click the image > 鈥淓dit Alt Text.鈥

In web content: Use the alt attribute in HTML or CMS image settings.

Examples

For an image of a group of cute animals, use alternative text like:

  1. "Rabbit, kitten, puppy and parrot lined up facing forward."
  2. "A lineup of four animals against a white background: a light brown rabbit, a gray tabby kitten with black stripes, a corgi puppy with its tongue out, and a green parrot with red and yellow wing markings. All animals are facing forward."
Rabbit, kitten, puppy, and parrot lined up facing forward. Demonstrating how to use alt text.

Alternative Text Best Practices

  1. Be concise but descriptive: Aim for one to two sentences that describe the essential content and purpose of the image.
  2. Avoid 鈥渋mage of鈥 or 鈥減icture of鈥: Screen readers already announce that it is an image.
  3. Include meaningful details: Focus on what is relevant to the context (e.g., expressions, actions, layout).
  4. Do not describe decorative images: Use empty alt text (alt="") for purely decorative visuals. Mark as decorative when using Microsoft.
  5. Use punctuation: It helps screen readers pause appropriately.

Match the context: Tailor the description to what the image is meant to convey in your document or webpage.

Tip for Checking Accessibility

Use the Accessibility Checker (Review > Check Accessibility) in Microsoft Office and (All Tools > Prepare for Accessibility > Check for Accessibility) in Adobe Acrobat to identify missing alt text. For web content, use tools like Siteimprove to scan for missing or empty alt attributes.