Enhance document accessibility: Microsoft 365 Image Alternative Text Guide

This article will guide you how to add Alt Text to images in Microsoft 365 applications (Excel, Word, PowerPoint, and Outlook) to improve the accessibility of documents and facilitate visually impaired understanding using screen readers Image content.

What is alternative text?

Alternative text is a brief description of the picture to help visually impaired people understand the picture content. Screen readers will read alternative text aloud, and can understand the image information even if you cannot see the image. Alternative text is not only suitable for images in Microsoft 365 programs, but also for images on websites or social media, making them easier to access.

How to write effective alternative text?

Some Microsoft 365 programs automatically generate alternative text, but this usually requires modification. When writing alternative text, follow these suggestions:

• Use concise and clear language, such as "a dog sits on the grass". Avoid being too short or complicated.
• Use complete sentences to make sure the spelling and grammar is correct. Because if the image cannot be loaded, the alternative text may be displayed instead of the image.
• Avoid repeating the text of the body or other pictures to avoid affecting the screen reader's experience.
• Decorative pictures (excluding information) do not require the addition of alternative text.
• Unsure whether the alternative text is accurate? Please let someone who has not seen the picture listen to you read the alternative text and feedback whether it matches the picture content.

Add alternative text in Microsoft Excel and Word

The same method is used to add alternative text in Excel and Word. The following is an example:

In most versions of Excel, after clicking "Insert">"Image", a drop-down menu will appear, allowing you to choose whether the image is placed in a cell or above the cell. Alternative text can be added only if the pictures placed above the cell.

Right-click on the image and select "View Alternative Text".

The Alternative Text pane appears to the right, which may already contain auto-generated alternative text suggestions. Modify the suggestion text to make it more accurate, complete, and comply with grammatical specifications. For example, modify "Cats making tail heart" to "two cats make heart shape with tails in the field." Click "X" in the upper right corner of the pane to save the changes.

Add alternative text in Microsoft PowerPoint

In PowerPoint, right-click on the image and select "View Alternative Text", and the program will automatically generate alternative text suggestions. You can modify the suggestion text as needed.

PowerPoint's "Reading Order" tool determines the order in which the screen reads the slide content. By default, read aloud in the order in which objects are added. To ensure the correct reading order, follow these steps:

1. In the Start tab, click Select > Select Pane.

2. In the Select Pane, double-click each object and rename it, for example, change Oval 5 to Orange Circle.

3. Click on the "Check Accessibility" drop-down menu in the "Review" tab and select the "Reading Order Pane". Adjust the reading order.

Add alternative text in Microsoft Outlook (new version)

In the new version of Outlook, right-click on the image and select "Add Alternative Text".

Outlook does not automatically generate alternative text, you need to enter it manually. After the input is complete, click "OK".

Summary

Alternative text is an important tool to improve the accessibility of Microsoft 365 documents. Make good use of alternative text, as well as the Check Accessibility feature in Excel, Word, PowerPoint, and Outlook, to ensure that your documents are accessible to everyone.

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