Applies ToExcel for Microsoft 365 Word for Microsoft 365 Outlook for Microsoft 365 PowerPoint for Microsoft 365 Access for Microsoft 365 Excel for Microsoft 365 for Mac Word for Microsoft 365 for Mac Outlook for Microsoft 365 for Mac PowerPoint for Microsoft 365 for Mac Excel 2024 Outlook 2024 PowerPoint 2024 Access 2024 Excel 2024 for Mac Word 2024 for Mac Outlook 2024 for Mac PowerPoint 2024 for Mac Excel 2021 Outlook 2021 PowerPoint 2021 Access 2021 Excel 2021 for Mac Word 2021 for Mac Outlook 2021 for Mac PowerPoint 2021 for Mac Excel 2019 Outlook 2019 PowerPoint 2019 Access 2019 Word 2019 for Mac Excel 2016 Outlook 2016 PowerPoint 2016 Access 2016

You can create alternative text (Alt text) for shapes, pictures, charts, SmartArt graphics, or other objects in your Microsoft 365 documents. Alt text helps people with visual disabilities understand pictures and other graphical content. When someone using a screen reader comes across a picture in a document, they will hear the alt text describing the picture; without alt text, they will only know they've reached a picture without knowing what the picture shows.

Use the procedures in this article to learn how to add alt text to a shape, picture, chart, SmartArt graphic, or other graphical objects.

To learn how to write alt text, go to Everything you need to know to write effective alt text.

Add alt text

  1. Do one of the following:

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

      Edit Alt Text option in the context menu for a picture
    • Select the object and then select the format menu for the object, for example, Picture Format. Select Alt Text.

      Alt Text button on the Picture Format menu in Word

    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.

    The alt text pane showing an example of a good alt text.

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 Edit Alt Text.

    • Select an image, select Format > Alt Text.

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

    Image marked as decorative in the Alt text pane.

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. In the Automatic Alt Text section, select or unselect the Automatically generate alt text for me option, 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.

    Automatically generated alt text approved in the Alt Text pane

See also

Everything you need to know to write effective Alt Text

Microsoft Office Help & Training

Need more help?

Want more options?

Explore subscription benefits, browse training courses, learn how to secure your device, and more.