Adding Alt Text to Images in Microsoft

How To instructions for adding Alt Text to images in any Microsoft Office application (Excel, Word, PowerPoint, Outlook, etc)

• Alternative text (alt text) describes the appearance or function of an image, or chart, on a document or webpage.
• It is written text that appears in place of an image if the image fails to load in a document or webpage.
• Alt text is read aloud by programs called screen readers, which are generally used by people with low vision and visual impairments.
• Using alt text in documents, presentations, and webpages provides context to screen reader users about the content posted as well as making sure the University is ADA compliant.
• Shapes that are inserted into a document also require alt text, if applicable.
• Alt text should be included for all pictures, even if there is a caption for the picture.  Captions don't always fully describe the image for screen readers.
• Use Accessibility Checker to verify screen reading capabilities and reading order.

Add Alt Text (Two Options)

1. After inserting the image into your document, click on the image and select "Picture Format" in the top ribbon menu, then select "Alt Text".
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2. Right click on the image and select "Edit/View Alt Text".
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3. The Alt Text pane will appear, and you can now add your Alt Text to the image
   1. If the image is decorative and does not need Alt Text, you may select the box next to "Mark as Decorative", and any screen reader will identify it as such.
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Writing your Alt Text description

1. Type 1-2 sentences in the text box description to describe the object and its context to someone who cannot see it.
2. See "Tips for Writing Effective Alt Text" section below for best practice tips on writing Alt Text.

• Make sure to convey the content and the purpose of an image in a concise and unambiguous manner.
• The alt text shouldn’t be longer than a sentence or two—most of the time a few thoughtfully selected words will do.
• Consider what is important about an image. For example, important context might be the setting, the emotions on people's faces, the colors, or the relative sizes.
• Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of".
• When dealing with objects that give detailed information, such as an infographic, use alt text to provide the information conveyed in the object.
• Describing a chart as ‘A bar chart showing sales over time,' for example, would not be useful to a blind person. Try to convey the insight; for example, ‘A bar chart showing sales over time. In July, sales for brand A surpassed sales for brand B and kept increasing throughout the year.’ Alt text should also clearly describe the beginning point, progress, and conclusion of flow charts.