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Adding Alt Text to Objects in Word

Word 2021 - GGKEYS

Alt text improves accessibility by allowing screen readers to describe objects to users with visual impairments. Here’s how to use and manage alt text effectively in Word.

What Objects Support Alt Text?

You can add alt text to:

  • Images (photos, illustrations, screenshots)
  • Shapes
  • Icons
  • 3D Models
  • Text Boxes

Alt text is not supported for:

  • SmartArt
  • Charts

Adding Alt Text to Objects

  1. Select the Object:
    • Click on the image, shape, or other object in your Word document.
  2. Access the Alt Text Pane:
    • Option 1: Right-click the object and choose Edit Alt Text.
    • Option 2: Go to the Format tab, and in the Accessibility group, select Alt Text.
  3. Enter Alt Text:
    • In the Alt Text pane on the right, you have three options:
      1. Manual Entry: Type a brief, descriptive text.
        • Example: “A group of students studying at a library table.”
      2. Generate Automatically: Click Generate a description for me to let Word suggest alt text. (You may need to revise the generated description for accuracy.)
      3. Mark as Decorative: Check the Mark as decorative box for objects that don’t add meaningful content (e.g., stylistic borders). Decorative objects are ignored by screen readers.

Note: Avoid starting your description with “Image of” or “Photo of”—screen readers will include this automatically.

Disabling Automatic Alt Text

If you prefer not to have Word auto-generate alt text:

  1. Open the File tab and select Options.
  2. In the Word Options window, select Ease of Access from the left menu.
  3. Under the Automatic Alt Text section, uncheck Automatically generate alt text for me.
  4. Click OK to save changes.

Best Practices for Writing Alt Text

  1. Keep It Brief: Focus on key details, using 1-2 sentences.
    • Example: “A pie chart showing company revenue distribution, with 50% from North America.”
  2. Be Descriptive: Include meaningful information for the context.
    • Poor: “A dog.”
    • Better: “A golden retriever running in a grassy field.”
  3. Exclude Redundancies: Don’t use phrases like “Image of” or “Picture of.”

Why Alt Text Matters

  • Enhances the experience for users relying on screen readers.
  • Improves document compliance with accessibility standards, such as WCAG.
  • Ensures your content is inclusive and user-friendly.

By following these steps and best practices, you can make your Word documents accessible and functional for all users!

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