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Accessibility in Word: Alt Text

Boost accessibility in your Microsoft Word documents by mastering alt text. Learn how to describe images, infographics, and charts effectively, ensuring everyone can engage with your content fully.
 

Best Practices for the Alt Text:  

  • Add Alternative Text (Alt Text) for Images:

In Microsoft Word, alt text can be added to images, shapes, icons and charts to enhance accessibility. This description is read by screen readers and is retained when the document is exported to HTML or PDF formats. 

  • Right-click the image and select "Edit Alt Text". 

A screenshot has been added for reference. 

a screenshot showing , how to add alt text for an image.

                             

  • In the Alt Text pane, type a short description of the image. 

A screenshot has been added for reference.                                      

  • Close the pane, it saves automatically. 

  • If an image does not provide significant content or merely repeats information already present in the document, you can designate it as decorative by selecting the "Mark as decorative" checkbox.

  • Infographic Images:

​​​​​When creating alt text for an infographic or charts, it's important to include key text, the overall context, and the layout of the image. For the infographic image, use the short description as the alt text to provide a brief overview. However, it is essential to include a long alt text below the image. This ensures that users can visualize the image and fully understand its content 

Example: 

Below is a screenshot for an infographic image with alt text, and underneath that is a long description. 

Note: This is the “Alt Text” written in the red box”. 

"A colorful infographic displaying various charts, graphs, and data visualization elements, including bar charts, pie charts, flow diagrams, and world maps." 

  • Long Description: 

This infographic contains a diverse collection of data visualization elements presented in a modern, colorful style. The image includes multiple types of charts, such as bar charts, line graphs, pie charts, and circular progress indicators, with labeled percentages. Additionally, there are flow diagrams, pyramids, and horizontal stacked bars for hierarchical data representation. The infographic also incorporates a world map, infographics representing demographics, and step-by-step process charts with numbered sections. The color scheme features bright and distinct colors like red, yellow, teal, blue, and orange, making the elements visually engaging and easy to differentiate.

For more information check:

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Additional Tips 

For more information, check out the WCAG 2.2 for detailed guidance on ensuring your web and document content is fully accessible. 

How to use DAK: