What Is Alternative Text and Why Does It Matter?

Alt text is a brief description added to images, charts, or graphics so that people who can’t see them can still understand their purpose. Well-written alt text provides context and meaning, helping users understand visual elements. Alternative text (alt text) and descriptive hyperlinks are essential for making your documents accessible. By providing clear image descriptions and meaningful link text, you help all users understand and navigate your content.

How to Add Alt Text in Word (macOS)

screenshot of the Format Picture window, emphasizing inserting Alt text in the Description field.

Images can be given appropriate alternative text in Word. This text is read by a screen reader in a Word file and should remain intact when exporting to HTML or PDF.

Right-click on the image and select Format Picture. A dialog will appear.
Select the Layout & Properties icon and choose Alt Text.
Enter appropriate Alt text only in the Description field (not the Title field).

Source: NCDAE Word Cheatsheets ©NCDAE

How to Add Alt Text in Word (Windows)

Screenshot of adding alternative text in the Format Picture dialog.

Images can be given appropriate alternative text in Word. Alt text is read by a screen reader in a Word file and should remain intact when exporting to HTML or PDF.

Right-click on the image and select Format Picture. A dialog will appear.
Select the Layout & Properties icon and choose Alt Text.
Enter appropriate Alt text only in the Description field (not the Title field).

Source: NCDAE Word Cheatsheets ©NCDAE

Creating Descriptive Hyperlinks

Descriptive hyperlinks tell users where a link will take them. Replace raw URLs with concise, meaningful phrases.

Best Practices for Accessible Hyperlinks (macOS)

screenshot of the Display field in the Edit Hyperlink window

Word automatically creates a hyperlink when a user pastes a full URL onto a page. These may not make sense to screen reader users, so make sure the link text is unique.

Select a hyperlink, right click, and select Hyperlink or hit ⌘ + k.
Change the text in the Text to Display field to a more meaningful description.

Best Practices for Accessible Hyperlinks (Windows)

Word automatically creates a hyperlink when a user pastes a full URL onto a page. These may not make sense to screen reader users, so make sure the link text is unique.

Select a hyperlink, right click, and select Hyperlink or hit Ctrl + k.
Change the text in the Text to Display field to a more meaningful description.

Source: NCDAE Word Cheatsheets

Sources

Microsoft. Make Your Word Documents Accessible to People with Disabilities. Microsoft Support. Accessed February 1, 2026. Microsoft Accessibility Checklist.

National Center on Disability and Access to Education. “Creating Accessible Microsoft Word 2016 Documents (Mac).” NCDAE Cheatsheets. Accessed February 2, 2026. NCDAE Cheatsheets.

National Center on Disability and Access to Education. “Creating Accessible Microsoft Word 2016 Documents (Windows).” NCDAE Cheatsheets. Accessed February 2, 2026. NCDAE Cheatsheets.

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