Alternative "Alt" Text in PowerPoint

Use Alternative “Alt” Text in PowerPoint to improve your slide presentation accessibility for everyone. Make sure that each image or visual resource is accompanied by alt text that describes its content and function.

Note: There are additional ways to create more accessible PowerPoints (beyond alt text). Resources are included at the end of this article. 

Alt Text: Providing Alternative Access with a Short Description of an Image

Alt text, or alternative text, is a brief description of an image or graphic read aloud by screen readers, a tool that reads digital content aloud. The majority of screen reader users are blind or have low vision. Screen readers are also used by other individuals with cognitive disabilities, learning disabilities, multiple disabilities, and people who simply find it helpful to listen to content instead of other methods of reading.

Making PowerPoint Visual Graphics Accessible

PowerPoints often make use of visual graphics to convey information, so it’s important to make sure these graphics include alt text. Visual graphics refer to photos, diagrams, drawings, flowcharts, and tables inserted into PowerPoints. PowerPoint has an Accessibility Checker tool that will identify many common accessibility issues, including alt text.

Step-by-Step Guide for Adding Alt Text in PowerPoint

  1. Run the Accessibility Checker
    • To run the accessibility checker in Windows and Mac, select Review > Check Accessibility.
    • An image showing Alt Text description initial steps. There is a Power Point slide showing the step of "selecting the review tool" and then the Check Accessibility tab, which will show the different options to check accessibility. These options are: Check accessibility, Alt text, Reading Order Pane, Options: Accessibility and Accessibility help.
    • To review accessibility, open the Check Accessibility menu and a panel will appear on the right side of your screen with flagged issues. Common issues include alt text, slide reading order, color contrast, and other warnings.
    • To view the issue, select the item to highlight it. At the bottom of the sidebar, you will find information and instructions on how to address the issue.
    • An image showing the Accessibility Checker on the side of the PowerPoint screen and flagging the inspection results. Errors are the following: 1)Missing alternative text: Picture 4 (slide 7) 2) Table has no header row: Content Placeholder 3 (Slide 10) Warnings are the following: 1) Table has merged or split cells: Content Placeholder 3 --1 cell (Slide 10) Tips: 1)Check reading order. Below there is also additional information that entitles: Why fix? Alternative text for images and other objects is very important for people who cant see the screen. Screen readers read alternate text aloud, so its the only information many have about the image. Good alternate text helps them understand the image. -Steps to fix: To add alternative text to an image: 1) Select the item for the error. This makes an outline of the image appear. Finally at the end it gives a link that says: Read more about making documents accessible.
    • When the issue has been addressed, it will disappear from the report.
  2. Add Alt Text
    • In the Alt Text pane, type a few sentences in the text box to describe the object and its context to someone who could not see it. The general rule for alt text is to keep it brief and descriptive. You also don't need to add the words "image of" or "photo of" before your description, since screen readers announce an object as an image already. However, sometimes you may need to include more information, since the image or figure could have a lot of content.
    • Powerpoint slide showing a caption on the left "Pollination can be done by the wind or by animals. Subheading, "Plants attract animal pollinators with colors, scents, sweet nectar and extra pollen." There is also an image of a butterfly and a bumblebee landing on a flower. The alt-text window is open, and the alt text is written as: “Brown and orange brushfooted butterfly and a bumblebee landing on purple flowers of swamp milkweed.”
  3. Or, Mark Visuals as Decorative
    • If the 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. One example of an object that should be marked as decorative would be a slogan or logo at the bottom of a slide. This way, people using screen readers will hear that these objects are decorative, so they know they aren’t missing any important information.
    • How to mark images as decorative:
      • Control-click or right-click an image, and then select View Alt Text.
      • Select an image, and then select Picture Format > Alt Text.
      • Select the Mark as decorative checkbox. The text entry field becomes grayed out.
      • An image showing the Alt text tab with the following question: How would you describe this object and its context to someone who is blind or low vision? -The subject(s) in detail -The setting 1The actions or interactions -Other relevant information (1-2 detailed sentences recommended) Then below: The Alt text box shows how it looks when content is marked as decorative that will not expose a description to screen readers. This message will show up when the " Mark as decorative" box is checked and a place to generate alt text for me when describing the picture instead.
  4. Generative Alt Text 
    • Select “Generate a description for me” to let PowerPoint auto-generate a description. This can be a good place to start, but the generated description is usually incomplete, so be sure to use this as a place to start and review it to make sure it’s complete
    • An image showing Alt text box when there's no description on the image yet and is asking to add it. It will ask : How would you describe this object and its context to someone who is blind? (1-2 detailed sentences recommended) Then below text box is the "Generate a description for me" bottom to click on and there is an unchecked box for "Mark as decorative" 

More Resources 

More On Writing Alt Text

More on Accessible PowerPoints

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