How to Add Alt Text to Images
How to Add Alt Text to Images (The "Right-Click" Method)
Adding Alternative Text (Alt Text) to your images is one of the biggest requirements for our accessibility compliance. It ensures the reader using screen readers know what an image is and why it's there.
Here is the quickest way to do it in Word without hunting through menus.
- Get to the Menu
You don’t need to use the top ribbon for this.
- Right-click on your image.
- Select View Alt Text... (It’s usually near the bottom of the list).
- A panel will pop up on the right side of your screen. This is where you’ll do everything.
- Decide: Is this image "Decorative" or "Informational"?
Before you type anything, ask yourself: If I deleted this image, would the reader lose important info?
Option A: It’s just for looks (Decorative)
If the image is just a visual divider, a generic stock photo of a smile, or a background shape that doesn't teach anything:- Ignore the text box.
- Just check the box that says Mark as decorative.
- Done. The text field will gray out, and the screen reader will know to skip it so it doesn't annoy the student.
Option B: It has meaning (Informational)
If the image is a chart, graph, or photo that is part of your lesson:- Click in the white text box.
- Write 1 or 2 sentences describing what the student needs to take away from the image.
- Quick Tips for Writing Good Descriptions
- Don't say "Image of..." or "Picture of...": The screen reader already announces "Graphic" before it reads your text. You don't need to say it twice.
- Be specific: Instead of writing "Chart," write "Bar chart showing a 50% increase in sales."
- Watch out for auto-text: Sometimes Word tries to auto-fill this box with AI guesses (e.g., "A person sitting at a desk"). These are usually too vague for coursework. Always delete the auto-text and write your own.
Summary
- Right-click the image > View Alt Text.
- If it's just visual fluff → Mark as decorative.
- If it matters for the class → Describe it (and don't start with "Image of").
