Applying Alt-Text to Images
Alternative-text, or alt-text, is an undervalued and overlooked step in digital resource development. Whether you’re building a website, creating a presentation or even a simple document, alt-text should be high on your list of priorities to address. If you’re not sure what alt-text is, refer back to our previous article for an explanation.
Once you understand how to craft your alt-text, you then need to apply it in the various files you are creating. This is easier than it sounds and is quick to apply in most applications.
Microsoft Word
This could not be simpler! Once you have placed an image in Word, right click on the image and choose Edit Alt-Text or choose Alt-Text on the Picture ribbon.
Three options for setting alt-text in MS Word
Type in the alt-text you have crafted, OR
Mark the image as decorative if there is no need to include alt-text. This is only applicable when the image doesn’t impact the message being conveyed. OR
Ask Microsoft to generate the alt-text for you. This isn’t always the best option as the context may not be applicable in the setting in which you have used the image. Always review automatically generated alt-text to determine its adequacy.
Google Docs
The steps are the same in Google Docs (right-click on the image to access the edit option), however note that you don’t have the option of marking an image as decorative.
Microsoft PowerPoint & Google Slides
Transfer your knowledge from Microsoft Word/Google Docs to Microsoft PowerPoint and Google Slides! Being able to transfer this knowledge is considered a component of digital literacy. Once you have placed an image in PowerPoint, right click on the image and choose Edit Alt-Text or choose Alt-Text on the Picture ribbon. The steps to apply the alt-text are exactly the same.
Creating a PDF
When creating a PDF (representing Portable Document Format) to allow people to view the file on different devices without necessarily having the same software (ie MS Word), document information such as alt-text is transferred from the source document to the PDF, as long as you include the correct settings. There are two key points to follow.
Always “Save As” a PDF, never “Print” – when the option to print to PDF is chosen, the document is printed which essentially turns the page into a big image. However, when the option of Save As is chosen the file is created differently and includes all the metadata (small bits of information) such as alternative text, amongst other items.
When choosing the “Save As” option (or Export) ensure the option of ‘Best for electronic distribution and accessibility’ is chosen instead of best for printing. This will ensure all the information is transferred into the new PDF file.
Other Software
The same steps can be followed in most software. Typically, right-clicking on an image will provide the option of editing the alternative text or look for image settings.
The inclusion of alternative text is not only useful for the purposes of accessibility for vision-impaired people, but also for low-bandwidth internet connections and search engine optimisation (SEO) when used on websites (meaning the words in the alt-text are included when search engines are looking for information to return to users). If you’re building a website, always include alternative-text.
Summary
Adding alternative text is a quick step to complete as you are inserting images into a resource. Doing it straight away means it doesn’t get missed and ensures everyone can access the information you are providing in your digital resource. We cover alternative text in detail in the Educator Capability Licence component of our Digital Literacy Licence program.
What is accessibility and why is it important?
Also known as web accessibility, or eAccessibility, it is about ensuring equal access to content for everyone. This includes people with disabilities such as a hearing, sight or mobility impairment. While this might seem to be a ‘nice-to-have’, ensuring everyone has equal access to content is contained within the Disability Discrimination Act 1992 and the Disability Standards for Education 2005. Education providers are required to make reasonable adjustments to materials and content to ensure it is accessible to all.