Add alternative text to a shape, picture, chart, SmartArt graphic, or other object

Add alt text

1. 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, and not an individual shape or piece.

2. 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.

   

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. 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 visuals as decorative in Excel, PowerPoint, and Word.

1. To open the Alt Text pane, do one of the following:

   • Right-click an image, and then select View Alt Text.
   • Select an image, select Picture Format > Alt Text.

2. Select the Mark as decorative checkbox. The text entry field becomes grayed out.

   

Toggle Automatic Alt Text on and off

If you don't want automatically generated alt text to be added to inserted pictures, you can turn off the automatic alt text option. If you change your mind later, you can just as easily turn it back on.

1. Select File > Options > Accessibility.
2. Select or clear the Enable the option to generate alt text using AI checkbox under Alt Text, and then select OK.

Approve the automatic alt text

You can approve the auto-generated alt text in Microsoft 365.

1. If the alt text is satisfactory, select the Approve alt text checkbox.

   

See also

Everything you need to know to write effective Alt Text

Microsoft Office Help & Training

Add alt text

1. Do one of the following:

   • Right-click the object and select Edit Alt Text.

     

   • Select the object. Select Format > Alt Text.

     

   Note

   To add alt text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, and not an individual shape or piece.

2. 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.

   

   Tip

   Save time and add an alt text generated by the system to the object. In the Alt Text pane, select Generate a description for me. In the Make Office work smarter for you dialog box, select Turn on. Then edit the automatic alt text to better suit the content.

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People who use screen readers will hear that these objects are decorative so they know they aren't missing any important information.

1. To open the Alt Text pane, do one of the following:

   • Right-click an image, and then select Edit Alt Text.
   • Select an image, select Format > Alt Text.

2. Select the Decorative checkbox. The text entry field becomes grayed out.

   

Add alt text

1. Do one of the following:

   • Control-click the object and select Edit Alt Text.... The Alt Text pane opens.

     

   • Select an object. In the ribbon, select the object's Format tab, and then select Alt Text.

     

   Note

   To add alt text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, and not an individual shape or piece.

2. 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.

   

   Tip

   Save time and add an alt text generated by the system to the object. In the Alt Text pane, select Generate a description for me. In the Use Intelligent Services? dialog box, select Turn on.

Add alt text to an Excel PivotTable

1. Control-click a PivotTable, and select PivotTable Options....
2. In the PivotTable Options... dialog box, select Alt Text.
3. In the Alt Text tab, type a title for the PivotTable in the Title text box.
4. In the Description text box, type 1-2 sentences to describe the table and its context to someone who cannot see it. When you're done, select OK.

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren't missing any important information. You can mark your visuals as decorative in Excel, PowerPoint, and Word.

1. To open the Alt Text pane, do one of the following:

   • Right-click an image, and then select Edit Alt Text.
   • Select an image, select Format > Alt Text.

2. Select the Decorative checkbox. The text entry field becomes grayed out.

   

1. Do one of the following:

   • For a shape, picture, chart, SmartArt graphic, or other object, right-click the object, click Format Object, Format Picture, Format Chart Area, or other, and then click Alt Text.
     

     Note

     The pane where you click Alt Text is dynamic and the title and lists change depending on the object you click.

     To add alt text to the entire SmartArt graphic or chart, click the border of the SmartArt graphic or chart, and not an individual shape or piece.

   • For an Excel PivotTable, right-click it, point to PivotTable Options, and then click Alt Text.

2. In the Description box, enter an explanation of the shape, picture, chart, PivotTable, SmartArt graphic, or other object. This box should always be filled in.

   Tip

   If you don't want Alt text, either remove the words from the alt text Title and Description boxes, or don't fill them in.

3. If you want, in the Title box, enter a brief summary. This box should only be filled in if you are entering a detailed or long explanation in the Description box.

   Note

   Unless you have a complex chart, you will usually want to enter text in just the Description box. When you have complex content to describe, then filling in the Title field is useful so reading the full description is not necessary unless desired.