How to add alt text in Word is straightforward: select an image, open Picture Format → Alt Text, then enter a description that explains the useful information in the picture. You can also use the Accessibility Checker to find images that are missing descriptions.
In this guide, you’ll learn two methods, how to mark decorative images correctly and how to check your work afterwards. If you’re still adding pictures to your document, start with the guide on how to insert a picture in Word.
Why Add Alt Text in Word?
Alt text gives an image a written description for readers who cannot see it. Learning how to add alt text in Word is especially important when a picture, chart or graphic contains information that contributes to the meaning of your document.
Word also includes an Accessibility Checker that can identify images with missing alt text. This makes it easier to review a document before sharing it, particularly when it contains several pictures — and you can separately learn how to move an image freely in Word when arranging those images on the page.
- Describe images that communicate useful information.
- Give readers the context they need to understand a picture.
- Use the Accessibility Checker to find missing descriptions.
- Mark images as decorative when they add no meaningful information.
Watch the Video Tutorial
If you prefer to see this in action, the full video walkthrough is below, showing each method step by step.
How to Add Alt Text in Word: Step-by-Step
There are two practical ways to approach how to add alt text in Word. Use the Accessibility Checker when you want Word to find missing descriptions, or open the Alt Text pane directly when you already know which image needs attention.
Method 1: How to Add Alt Text in Word Using the Accessibility Checker
The Accessibility Checker is the best starting point when you want to review the whole document. It identifies accessibility issues and can point you to an image that is missing alt text.
Run the Accessibility Checker
- Open your document.
- Select the Review tab.
- Select Accessibility Checker.
- Review the issues Word identifies.
👉 The checker identifies the image that needs attention, so you do not have to inspect every picture manually.
Open Alt Text for the Identified Image
- Close the Accessibility Checker after identifying the image.
- Select the image.
- Open the Picture Format tab.
- Select Alt Text.
👉 The Alt Text pane opens at the side of the document, ready for your description.
Method 2: How to Add Alt Text in Word Manually
If you already know which picture needs a description, this is the quickest way to handle how to add alt text in Word. Select the picture and go straight to its Alt Text settings.
- Select the image.
- Open the Picture Format tab.
- Select Alt Text.
- Enter a concise description in the Alt Text pane.
👉 Your image now has a text description that explains its useful content.
Write a Useful Alt Text Description
When learning how to add alt text in Word, describe what the image communicates rather than merely naming the object. Avoid starting with phrases such as “image of” or “picture of” because the reader already knows that the item is an image.
For example, a chart description should explain the useful trend or information shown by the chart when that information matters to the document.
Mark an Image as Decorative
Not every picture needs a written description. If an image is purely decorative and contributes no useful information, use the option in the Alt Text pane to mark it as decorative.
👉 Only use the decorative setting when the reader loses no meaningful information by skipping the image.
Generate Alt Text Automatically
The video also demonstrates an option in Microsoft 365 that can generate alt text for you. If the option appears in your version, use it as a starting point, then read the result and make sure it accurately describes the important content.
Check Your Alt Text with the Accessibility Checker
After completing how to add alt text in Word, run the Accessibility Checker again. This confirms whether the missing-alt-text issue has been resolved.
- Open the Review tab.
- Select Check Accessibility.
- Review the issues listed in the checker.
- Select the missing-alt-text issue if it still appears.
- Use the available approval or review option shown by the checker.
👉 When the issue is resolved, the checker can report that no accessibility issues remain.
Which Method Should You Use?
| Method | Best For |
|---|---|
| Accessibility Checker | Finding pictures with missing alt text throughout a document |
| Picture Format → Alt Text | Adding a description directly to a picture you have already selected |
| Generate Alt Text | Creating a starting description automatically when the option is available |
For a full-document review, start with the Accessibility Checker. If you only need to know how to add alt text in Word to one selected picture, open Picture Format → Alt Text directly.
Common Problems When Adding Alt Text in Word
Accessibility Checker Still Shows Missing Alt Text
Run the checker again after entering the description. If the issue remains, select it and review the Alt Text pane to confirm that the description was entered or that the image was correctly marked as decorative.
You Don’t Know What to Write
Describe the information the image contributes to the document. Skip unnecessary wording such as “image of” and concentrate on what the reader needs to understand.
The Image Is Decorative
If the picture adds no useful information, mark it as decorative instead of writing an unnecessary description.
Generated Alt Text Is Inaccurate
Treat automatically generated alt text as a draft. Read it before relying on it and edit anything that does not accurately describe the useful information in the picture.
Pro Tips for Better Alt Text
- Describe what matters to the reader rather than simply naming the object.
- Avoid opening a description with “image of” or “picture of”.
- Keep each description focused on information that contributes to the document.
- Mark genuinely decorative images as decorative.
- Run the Accessibility Checker again when you finish.
- Keep your picture formatting clear as well — see how to make an image transparent in Word when transparency is part of the layout.
FAQs
How do I know how to add alt text in Word?
To learn how to add alt text in Word, select the image, open Picture Format → Alt Text and enter a useful description in the pane. You can also run the Accessibility Checker first to find images that need attention.
Where is the Alt Text option in Word?
Select an image and open the Picture Format tab, then select Alt Text. The Alt Text pane opens beside the document.
How do I check for missing alt text in Word?
Open the Review tab and run the Accessibility Checker. It can identify images that are missing alt text.
What should I write as alt text for an image?
Describe the useful information the image communicates. Avoid unnecessary openings such as “image of” or “picture of”.
Should decorative images have alt text in Word?
If an image is purely decorative and contributes no useful information, mark it as decorative in the Alt Text pane rather than adding an unnecessary description.
Can Word generate alt text automatically?
The video demonstrates an automatic alt text option in Microsoft 365. When available, use the generated description as a starting point and review it for accuracy.
How do I check whether my alt text issue is fixed?
Run the Accessibility Checker again after adding the description. If you are continuing to format the image afterwards, see how to move an image freely in Word.
Conclusion
How to add alt text in Word comes down to two useful workflows: use the Accessibility Checker to find missing descriptions or open Picture Format → Alt Text directly for a selected image.
Write descriptions that communicate useful information, mark purely decorative pictures correctly and run the checker again when you finish.
Once your descriptions are complete, continue improving your image layout with the guide on how to put text over an image in Word.
Related Tutorials
- How to Insert a Picture in Word
- How to Move an Image Freely in Word
- How to Make an Image Transparent in Word
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For Microsoft support documentation, visit the official Microsoft guidance.
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