Alternative Text in Presentations

Images

To add alternative text to images, right-click on the image, and select Edit Alt Text.

This will open another panel on the right side to add alt text to explain the image. It may be helpful when writing alternative text to close your eyes and write down what you were able to see. One tip: do not include the word “photo of….” as this is not necessary for screen readers to help understand the content. If the image is for decorative purposes only, you can select the 'Mark as decorative image' option.

Visit the accessible content page to learn more about writing proper alternative text.

Another option for adding alt text

In some versions of PowerPoint, especially older desktop versions or Mac versions, the alt text option may not appear when you right-click an image. In that case, to add alt text:

1. Right-click on the image and select Format Picture.
2. Click on Layout and Properties (the square icon).
3. Select Alt text, and add the title and description.
4. Enter the Title (optional) and Description (required).

Shapes, Icons, SmartArt, and 3D Models

Adding alt text to shapes, icons, SmartArt graphics, and 3D models is similar to adding alt text to images; however, the menu option may appear in different locations. If the SmartArt contains meaningful text, ensure that the alt text describes the purpose of the graphic, not just the visible labels.

To add alt text:

1. Select the object (shape, icon, SmartArt, or 3D model)
2. Right-click and choose Edit Alt Text
   (If you don’t see this option:)
3. Select Format Shape or Format Graphic
4. Open Layout & Properties
5. Select Alt Text, then enter a clear description

Charts and Graphs

Ideally, charts and graphs should include a data table displayed below the visual, allowing screen reader users to access the underlying data. If including a data table is not possible, add alt text that clearly communicates the information shown. Be sure to include all relevant details in the alt text.

Adding alt text to charts and graphs follows the same process as adding alt text to images. Select the chart or graph itself (not the individual elements within it), then right-click and choose Edit Alt Text.

It may be helpful when writing alt text to boil down the idea to the bare essentials — what is this graph used to illustrate? What is the gist of what you are trying to get across by using this chart? Visit the accessible content page to learn more about writing proper alternative text.

If you cannot include the chart’s data table, add alt text that explains the chart’s main takeaway.

Group Objects

If you have multiple shapes, 3D models, or flowcharts, it is essential to add alt text so the information is accessible to screen readers. To do so, you can use the feature called Group if all the objects convey the same meaning. Below is the step-by-step process to group images and add alt text:

1. Select all the images that you want to group. You can do this by clicking and dragging your mouse pointer, or you can click on one image and hold down the CTRL or COMMAND key to select other photos.
   
   
2. Once you have selected all the images, go to Drawing Tools > Format > Group.
3. When you click on Group, all the images will group into one.
   
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4. Now, you can right-click the grouped image and click on 'Edit Alt Text' to add the alt text.
5. If you need to make changes in the grouped image, you can go to Format > Group > Ungroup to ungroup the images.