How to Add Alt Text to Images in Word (Step-by-Step Guide)

Introduction

Alt text (alternative text) provides image descriptions for users unable to view images directly. Beyond accessibility compliance, alt text improves document searchability and SEO. Professional documents include proper alt text on all meaningful images.

Method 1: Adding Alt Text

Quick Alt Text Entry

1. Right-click image
2. Select “Alt Text”
3. Alt Text dialog opens
4. Type description of image content
5. Click OK
6. Alt text attached to image

Method 2: Detailed Alt Text

Comprehensive Descriptions

1. Right-click image
2. Select “Alt Text”
3. Title field: Brief title (optional)
4. Description field: Full description (1-2 sentences)
5. Include relevant details for context
6. Click OK

Writing Effective Alt Text

1. Be descriptive: What the image shows
2. Be concise: 100 words maximum
3. Avoid: “Image of,” “Picture of,” “Screenshot showing”
4. Include context: Why image matters
5. Specific details: Names, numbers, important elements

Best Practices

1. Write alt text for all meaningful images
2. Keep descriptions focused and relevant
3. Maintain consistency throughout document
4. Update alt text if image changes
5. Test document with screen reader

Frequently Asked Questions

Q: How do decorative images differ? A: Mark as decorative in dialog. Screen readers skip these, reducing noise for visually impaired users.

Conclusion

Alt text is essential for accessible, professional documents. By writing clear, concise descriptions, you ensure all readers can understand image content while improving document searchability.

Further Reading

• Microsoft Support — Word — Provides official guidance on using Microsoft Word features, including adding and editing alt text for images.
• Microsoft Learn — Office — Offers detailed tutorials and documentation on Office accessibility features, helpful for understanding alt text implementation.
• Purdue OWL (Online Writing Lab) — Contains resources on writing clear and effective descriptions, which can improve the quality of alt text.
• Harvard Writing Center — Provides advice on clarity and conciseness in writing, useful for crafting meaningful alt text descriptions.