Alternative Text (Alt Text)

IMPORTANT: This document serves as a practical guide, outlining step-by-step instructions for implementing accessibility features in your course materials. These steps incorporate best practices gleaned from our Inclusive Course Design certificate courses on RIT Talent Roadmap. Familiarity with these practices, applicable to all course materials, is recommended before proceeding with the guide.

This instruction shows HOW to add proper Alternative Text to images and other objects  in Word documents in Office 365 and 2019. Most steps apply to Office 365 for Web and 2021+ versions (Windows & Mac). For older versions, check Microsoft’s support website.

REMINDER: Newer versions of Microsoft 365 will automatically generate alt text when you insert an image. Make sure to replace this auto-generated text with your own that accurately describes the image.

Add Alt Text

Microsoft 365/2019 versions:

Windows:

1. Select the image.
2. Click on the Format tab. Alternatively right-click the image and select Edit Alt text.
3. Click on the Alt Text button. The Alt Text pane will appear.
4. In the Description box, enter a descriptive text about the image or object.
5. Select the X in the upper right corner to close the Alt Text pane.

Mac:

1. Select the image.
2. Click on the Picture Format tab. Alternatively right-click the image and select View Alt Text.
3. Click on the Alt Text button. The Alt Text pane will appear on the right.
4. In the Description box, enter a descriptive text about the image or object.
5. Select the X in the upper right corner to close the Alt Text pane.

Word version:

1. Select the image
2. Click on the Picture tab.
3. Click on the Alt Text button. Alternatively, right-click the image and select Alt Text
4. In the Description box, enter a descriptive text about the image or object.
5. Select the X in the upper right corner to close the Alt Text pane.

Mark As Decorative

Microsoft 365/2019 versions:

Windows:

1. Select the image.
2. Click on the Format tab. Alternatively right-click the image and select Edit Alt text.
3. Click on the Alt Text button. The Alt Text pane will appear.
4. Select the Mark as Decorative” checkbox.
5. Select the X in the upper right corner to close the Alt Text pane.

Mac:

1. Select the image.
2. Click on the Picture Format tab. Alternatively right-click the image and select View Alt Text.
3. Click on the Alt Text button. The Alt Text pane will appear.
4. Select the Mark as Decorative” checkbox.
5. Select the X in the upper right corner to close the Alt Text pane.

Word version:

1. Select the image
2. Click on the Picture tab.
3. Click on the Alt Text button. Alternatively, right-click the image and select Alt Text
4. In the Description box, type “Decorative”.
5. Select the X in the upper right corner to close the Alt Text pane.