How to Add Alt Text for Accessibility in Microsoft Word (2026)

How to Add Alt Text for Accessibility in Microsoft Word (2026)

Alt text (alternative text) describes images for visually impaired users who rely on screen readers. Every image, chart, and graphic should have clear, descriptive alt text explaining what the visual element contains.

Step-by-Step Instructions

Step 1: Select Image or Graphic

Right-click the image in your document that needs alt text.

Step 2: Open Alt Text Dialog

Select ‘Edit Alt Text’ from the context menu.

Step 3: Write Description

In the dialog, describe what the image shows. Be specific and concise (50-125 words typical).

Step 4: Guidelines for Alt Text

Start with the main subject. Include relevant details. Avoid beginning with ‘image of’ or ‘picture of’. Be descriptive but concise.

Step 5: Save Alt Text

Click OK or outside the dialog. The alt text is now attached to the image.

Step 6: Verify Accessibility

Use Word’s Accessibility Checker (Review > Check Accessibility) to verify all images have alt text.

Common Mistakes to Avoid

• Writing vague alt text like ‘image’ or ‘chart’—be specific about what the image depicts
• Repeating caption text in alt text—alt text and captions serve different purposes
• Writing alt text that’s too long—keep it concise while still descriptive

Tips and Tricks

• Think about what information the image conveys. Your alt text should communicate that information.
• For charts and graphs, alt text should explain the data being displayed and key findings
• For decorative images, use minimal alt text or mark as decorative to avoid unnecessary screen reader verbosity