Alternative Text (Alt-text) is also referred to as an alt description or an alt attribute. Alt-text is critical for those with disabilities because it describes the function and appearance of a photo or graphic that cannot be seen and is read aloud by screen reading software. Alt-text improves the overall user experience.

Alternative text (alt-text) plays a crucial role in digital accessibility by explaining why an image is relevant to the content. Screen reading software reads alt-text aloud, allowing users with visual impairments to understand the context and purpose of the image.

Most digital content and websites support alt-text, ensuring that descriptions remain intact when exported to HTML or PDF. To maintain accessibility, always provide clear and meaningful alt-text for the following elements:

• Shapes
• Pictures
• Charts
• Diagrams
• SmartArt
• Clip Art
• Tables
• Screenshots
• All Other Objects

1. Create a PowerPoint document.
2. Insert the desired image.
3. Right-click on the image and select “View Alt Text…”

4. Enter a description that effectively conveys the image’s message.

5. Sometimes, PowerPoint will automatically generate a description. Review the auto-generated alt-text to ensure it accurately conveys the intended message.

6. Check the “Mark as Decorative” box if the image is purely decorative.

To enhance your understanding, you can watch and listen to a step-by-step video tutorial. This will provide a visual and auditory guide to help you follow along easily.

How to Add Alt-Text to an Image in Microsoft PowerPoint

• Video for Why it is Essential to Add Alt-Text to Images (00:02:20)
• Article: How to Create Alternative Text
• Everything You Need to Know to Write Effective Alt-Text
• Use a Screen Reader With the Accessibility Checker
• Make Your Content Accessible to Everyone with the Accessibility Checker
• Make Your PowerPoint Presentations Accessible to People With Disabilities