How to Edit Alt Text in Word

Alt Text (alternative text) is an essential part of making documents more accessible to individuals with disabilities and improving the SEO of your content. It provides a textual description of non-text elements, such as images, shapes, charts, and graphics, that helps both screen readers and search engines interpret your content.

In Microsoft Word, editing and adding Alt Text to images is a straightforward task. However, when dealing with documents containing multiple images, this process can become time-consuming. Fortunately, tools like Alt Text Generator offer a way to automate the process of generating Alt Text for images in bulk, saving you time while ensuring accessibility and SEO optimization.

In this guide, we'll explain how to edit Alt Text in Word, best practices for writing effective Alt Text, and how automation tools can help streamline this task.

What is Alt Text in Word?

Alt Text, or alternative text, is a written description of an image, chart, shape, or any non-text object in your document. Its main purpose is to ensure that people with visual impairments can understand what the image represents, especially when using screen readers. According to Microsoft's support page, Alt Text is a fundamental component of accessible documents.

Why Alt Text Matters in Word

• Accessibility: Alt Text is crucial for people who are blind or have low vision. Screen readers read the Alt Text aloud, providing context about the image.
• SEO Benefits: Search engines can't "see" images, but they can read the Alt Text to understand what the image represents, which can help improve your document's SEO.
• User Experience: Alt Text improves the overall user experience by providing a description of the image, ensuring that all users can understand the content of your document.

How to Edit Alt Text for Images in Microsoft Word

There are several ways to add or edit Alt Text in Word, depending on your preferences and the version you're using. Below are the most common methods:

Method 1: Edit Alt Text via Right-Click

1. Right-click on the image, shape, or object in the document.
2. From the context menu, select "Edit Alt Text".
3. In the Alt Text pane that appears on the right, type in a brief, descriptive text for the image.
4. Once you're done, click outside the Alt Text pane to save your changes.

Method 2: Use the Ribbon to Edit Alt Text

1. Select the image or object you want to add Alt Text to.
2. Go to the Picture Format tab (for images) or Shape Format tab (for shapes).
3. In the Accessibility group, click Alt Text.
4. The Alt Text pane will appear, allowing you to enter your description.
5. After entering the Alt Text, click anywhere outside the pane to save your changes.

Method 3: Use the Accessibility Checker to Find Missing Alt Text

1. Navigate to File > Info > Check for Issues.
2. Click on Check Accessibility.
3. The Accessibility Checker will display any missing Alt Text and other accessibility issues. Click on the flagged image or object to edit its Alt Text.

Best Practices for Writing Effective Alt Text in Word

While adding Alt Text in Word is easy, writing effective Alt Text can be more challenging. Below are some best practices to ensure your Alt Text is both accessible and SEO-friendly.

Be Descriptive but Concise

Alt Text should describe the image clearly but without being overly wordy. Focus on the essential details. The goal is to convey what's important about the image in a way that's meaningful for someone who can't see it. For instance, instead of saying “A picture of a dog,” a more descriptive Alt Text could be “A black Labrador retriever running in a field.”

According to Microsoft's guide on writing effective Alt Text, the Alt Text should be a brief description that conveys the essential purpose of the image.

Consider the Context

Think about the purpose of the image within your document. Is it decorative, informative, or functional? Tailor the Alt Text to reflect the image's role. For example, a decorative image might not need detailed Alt Text beyond "decorative" or a simple description like "background image of leaves."

If the image has a functional purpose, like a chart or graph, your Alt Text should provide a summary of the data or insight it conveys. For instance, instead of just writing “Graph of sales,” describe the data, such as “Bar graph showing sales growth from 2020 to 2023.”

Avoid Redundancy

Do not use vague phrases like "image," "photo," or "graphic" in your Alt Text. These terms are unnecessary and do not add value. As the University of Pittsburgh suggests, using these unnecessary terms does not benefit the user and wastes space. Focus on describing the content of the image itself.

Keep It Simple

Alt Text should be straightforward and easy to understand. Avoid complicated language or excessive details that could confuse the reader. The purpose is to make the content accessible, not to overwhelm the reader with excessive detail.

How Alt Text in Word Can Improve SEO

When your Word document is converted into a PDF or shared online, search engines rely on Alt Text to index the images in your content. If you're using Word to create a document for online publication, Alt Text is essential for improving the SEO of your content.

For example, if your document contains an image of a product, such as a leather handbag, write Alt Text that is both descriptive and includes relevant keywords. Instead of just saying "Leather bag," write "Brown leather handbag with gold hardware and a detachable strap." This way, search engines can understand the content of the image and index it properly, improving your document's visibility.

Example of SEO-Focused Alt Text

If your document contains an image of a product, such as a leather handbag, write Alt Text that is both descriptive and includes relevant keywords.

• Example: Instead of simply saying "Leather bag," write "Brown leather handbag with gold hardware and a detachable strap."

This ensures that search engines can index the image properly, making it easier for users to find your content through search results.

Streamlining Alt Text Editing with Automation

While manually adding Alt Text for each image is manageable for small documents, it becomes time-consuming when you're working with a large number of images. This is where tools like Alt Text Generator can help.

Alt Text Generator allows you to upload multiple images and automatically generate Alt Text for each one. This tool saves time by providing accurate, descriptive text for your images, which can be directly imported into your Word document.

For those who frequently work with image-heavy documents, this automation can save hours of manual effort.

Conclusion

Editing Alt Text in Word is a crucial task for improving both accessibility and SEO. By following best practices and ensuring your Alt Text is descriptive, concise, and contextually relevant, you help make your content accessible to all readers and search engines.

Alt Text Generator can further streamline the process, especially for large documents, by automating the generation of Alt Text. This tool helps ensure consistency and accuracy while saving valuable time.

Investing in good Alt Text not only enhances the user experience but also improves your content's visibility and accessibility.

FAQs

1. What types of objects in Word can have Alt Text? Alt Text can be added to images, shapes, charts, SmartArt graphics, and other non-text objects in Word.
2. How do I check if my document has missing Alt Text? You can use the Accessibility Checker in Word to identify any missing Alt Text.
3. Can I add Alt Text to multiple images at once? Yes, by using an automation tool like Alt Text Generator, you can bulk-generate Alt Text for multiple images quickly.
4. Is Alt Text important for SEO? Yes, Alt Text helps search engines index images, improving the visibility of your document in search results.
5. Can Alt Text be edited after it's been added? Yes, you can edit or update Alt Text at any time using the methods outlined above.