Adding Alt Text to Images

Owned by Karen Park
Last updated: Mar 04, 2016
4 min read

Overview

When uploading a photo or picture into a document or website, you have the opportunity to add alternative text so that people who have a visual impairment can still understand what is happening in your presentation, website, etc. 

Table of Contents

How to add Alternative Text

  1. When you add an image in most electronic documents, there is a “description” box. The text in this box can be read by screen reading software such as JAWS. 
  2. If there is no place to add a description to the image, it is still possible to add a caption to the photo that describes what is taking place in the image.

Adding Alternative Text in Specific Programs

These links will take you to specific instructions for adding alternative texts in different programs. 

Adobe Acrobat Pro

  1. With the selection tool, select the image.
  2. Choose Object -> Object Export Options -> Alt Text tab.
  3. In the Alt Text Source Menu, select Custom.
  4. Enter the description in the text field, and click Done.

Word

  1. Select your Table or Image (shape, chart, SmartArt).

    1. For a table: right-click the table, click Table Properties, and then click the Alt Text tab.

    2. For an image: right-click the image, then select Format object, and then click the Alt Text pane.

      1. To add Alt Text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, and not an individual shape or piece.

  2. In the Description box, enter an explanation of the shape, picture, chart, table, SmartArt graphic, or other object. This box should always be filled in.

  3. If you want, in the Title box, enter a brief summary. This box should only be filled in if you are entering a detailed or long explanation in the Description box.

  4. Unless you have a complex chart or table, you will usually want to enter text in just the Description box. When you have complex content to describe, then filling in the Title field is useful so reading the full description is not necessary unless desired.

Outlook

  1. Select your Table or Image (shape, chart, SmartArt).

    1. For a table: right-click the table, click Table Properties, and then click the Alt Text tab.

    2. For an image: right-click the image, then select Format object, and then click the Alt Text pane.

      1. To add Alt Text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, and not an individual shape or piece.

  2. In the Description box, enter an explanation of the shape, picture, chart, table, SmartArt graphic, or other object. This box should always be filled in.

  3. If you want, in the Title box, enter a brief summary. This box should only be filled in if you are entering a detailed or long explanation in the Description box.

  4.  Unless you have a complex chart or table, you will usually want to enter text in just the Description box. When you have complex content to describe, then filling in the Title field is useful so reading the full description is not necessary unless desired.

Excel

  1. Select your Pivot Table, Table, or Image (Shape, Chart, SmartArt).

    1. For a PivotTable, right-click it, point to PivotTable Options, and then click Alt Text.

    2. For a table, right-click the table, click Table, and then click Alternative Text.

    3. For a shape, picture, chart, SmartArt graphic, or other object, right-click it, click Format object, and then click the Alt Text pane.

      1. To add Alt Text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, and not an individual shape or piece.

  2. In the Description box, enter an explanation of the shape, picture, chart, table, PivotTable, SmartArt graphic, or other object. This box should always be filled in.

  3. If you want, in the Title box, enter a brief summary. This box should only be filled in if you are entering a detailed or long explanation in the Description box.

  4. Unless you have a complex chart or table, you will usually want to enter text in just the Description box. When you have complex content to describe, then filling in the Title field is useful so reading the full description is not necessary unless desired.

Power Point

  1. Select your Table or Image (shape, chart, SmartArt).

    1. For a table: right-click the table, click Table Properties, and then click the Alt Text tab.

    2. For an image: right-click the image, then select Format object, and then click the Alt Text pane.

      1. To add Alt Text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, and not an individual shape or piece.

  2. In the Description box, enter an explanation of the shape, picture, chart, table, SmartArt graphic, or other object. This box should always be filled in.

  3. If you want, in the Title box, enter a brief summary. This box should only be filled in if you are entering a detailed or long explanation in the Description box.

  4. Unless you have a complex chart or table, you will usually want to enter text in just the Description box. When you have complex content to describe, then filling in the Title field is useful so reading the full description is not necessary unless desired.

Additional Resources