Introduction
Using images in a document can help with explaining complex information. The use of appropriate images can also often help readers with dyslexia and learning difficulties to follow meaning.
Using appropriate images and placement
Appropriate images are those that illustrate the subject of your document. Text that appears in signage in a photograph is acceptable when accompanied by appropriate alt text. But it is not appropriate to use images which include text or data that needs to be read for the document to make sense. This includes putting text on top of background images.
The placement of images on the page should be carefully considered. Images that do not give any meaning, or that are placed in a random way can interrupt the flow of the text and make it hard to follow. Avoid fitting text around images, instead place images at the beginning or end of paragraphs and allow sufficient space between the text and the image.
What is alt text
Alt text is a brief written description of an image that cannot be seen on the document but can be read out to the customer by assistive technology, so that they can understand it.
Decorative images do not need alt text, but they must be marked as decorative so that the customer knows they do not contain important information.
Good alt text:
- tells people what information the image provides
- describes the content and function of the image
- describes the emotion being conveyed by the image
- is specific, meaningful and concise
- uses normal punctuation, like commas and full stops, so the text is easy to read and understand
Do not write alt text that:
- includes the name of the photographer or person who created the image
- starts with “Image of”, “Graphic of” or common information that would repeat across every image, because the screen reader is already going to announce that the element is an image.
- It is fine to explain if the image is an illustration or a photograph, if it is relevant to understanding its purpose
- It is fine to explain if a photograph is in black and white or sepia. But it is not necessary to always specify that it is in colour as this is the assumed default
- repeats information from the page
- includes extra information not in the image
Why it matters
Not everyone reading your document will be able to see it, or be able to read it without help from assistive technology. If your images are not accessible it can prevent customers from being able to understand your document.
How to do it
- In Microsoft Word select your image and go to the ‘Picture Format’ tab
- In the toolbar you will see an option called ‘Alt text’
- When you click this you will see a column on the right of your screen where you can add your alt text description, or mark the image as decorative.
Alternatively you can right click on the image and choose ‘View alt text’, which takes you to the same menu.
If you have M365 Copilot, you may see an option for ‘Generate alt text for me’. This can make writing alt text easier, but make sure you always check that the description it generates makes sense and uses plain English.