Include Alternative Text for Images & Objects
- If the picture, clipart, chart, graph, shape or SmartArt graphic conveys information, is alternative text provided AND the object placed in line with text?
- If the picture, clipart or shape is added for visual emphasis or decoration, is "decorative" entered as the alternative text? (Note: Decorative images do not have to be placed inline.)
- Are multiple associated images on the same page (e.g., boxes in an organizational chart) grouped as one object with one alternative text?
Use clear, concise terms to describe what’s important. If the image contains, text, repeat the text exactly in the description – unless the content contains the same information. If complex images have descriptive text immediately following them, alternative text does not need to be provided.
- Click on the image or object.
- Right click and select Format Picture/Object/Chart > Alt Text.
- In the Description box, use clear, concise terms to describe what’s important. If the image contains text, repeat the text exactly in the description – unless the content contains the same information. For a decorative object that does not provide meaningful, simply enter “decorative.”
Why is this important?
Screen readers read alternative text out loud and are the only information that blind users will have about the images, chart, shapes, etc. in your presentation.
- Alternative Text
- Alternative Text Blunders
- PowerPoint: Alternative Text for Images
- Add Alt Text to Images
- Add Alt Text to SmartArt Graphics
- Add Alt Text to Shapes
- Add Alt Text to Charts
- Add Alt Text to Tables
- Improve Image Accessibility in PowerPoint Training Video
- Group Shapes or Pictures Training Video
Use Tables for Data Only
- Is there only one row of headers set?
- Is the table simple with no nested tables, merged or split cells, or blank cells for formatting?
- If the table is complex, is a description provided?
- Go to Insert > Tables.
- Insert the number of columns and rows you need for your table.
- Insert the information in your table.
- Highlight the first row of the table. Right click and select Table Properties.
- Select the Row tab. Check the option “Repeat as header row at the top of each page.” Select OK.
Why is this important?
Screen readers are programmed to understand how tables are organized. When a table is properly formatted, the screen reader will be able to provide meaningful information to users. This is very important for tables that contain lots of data. Consider breaking a large table into separate simple tables.