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Alternative (Alt) Text is a textual representation of what an image represents. Learn how to create meaningful Alt Text for shapes, pictures, charts, SmartArt graphics, or other objects to allow users to understand the image and its associated context.
Adding Alt Text in Word
- Do one of the following:
- Right-click the object and select View Alt Text.
- Select the object and then select the format menu for the object, for example, Picture Format. Select Alt Text.
Note: To add alt text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, not an individual shape or piece.
- In the Alt Text pane, type 1-2 sentences in the text box to describe the object and its context to someone who cannot see it.
Marking images as decorative
If your images are purely decorative and add visual interest but are not informative, you can mark them as such without needing to write Alt Text. People who use screen readers will hear that these objects are decorative so they know they aren’t missing any important information.
You can mark your images as decorative in Excel, PowerPoint, and Word.
- To open the Alt Text pane, do one of the following:
- Right-click an image, and then select View Alt Text.
- Select an image, and select Format > Alt Text.
- Select the Mark as decorative checkbox. The text entry field becomes grayed out.Toggle Automatic Alt Text on and off
Generating Alt Text in Microsoft 365 apps
Automatic generation of Alternative (Alt) Text for images has been disabled by default within our organization. See more information in Accessibility Configuration Changes in Microsoft Office 365 Apps. Here is a brief summary:
- If you insert an image, Office will not generate Alt Text automatically.
- You can still produce Alt Text manually by using the Generate alt text for me button in the Alt Text pane, or you can create your own alternative text to more fully reflect the intent of the image with regard to supporting content.
The first approach gives you access to AI-assisted Alt Text tools when you choose to use them without generating content unexpectedly.
This experience is available in Word and PowerPoint. This specific Alt Text control does not apply directly in Excel or Outlook because those apps do not have the same UI experience for image Alt Text.
- In Word: You will see the Alt Text pane and have the option to use the “Generate alt text for me” button when you choose to add Alt Text to images.
- In PowerPoint: Similar to Word, the Alt Text pane appears with a manual Generate Alt Text option.
Approving the automatic Alt Text
You can approve the auto-generated alt text in Microsoft 365. If the alt text is satisfactory, select the Approve alt text checkbox.