What is alt text and why does it matter in Word and PowerPoint?
What is alt text and why does it matter in Word and PowerPoint?
Alt text, short for alternative text, is a written description attached to an image, chart or shape that a screen reader announces aloud. It lets someone who cannot see the image understand what it conveys. In Word and PowerPoint, alt text is a core accessibility requirement, is often mandated in government and enterprise procurement, and increasingly helps AI tools interpret what a file contains.
Without alt text, a screen reader either skips an image entirely or reads out a meaningless filename, leaving the user with a gap in the content.
How do you add alt text in Office?
Right-click any image, chart or shape and choose Edit Alt Text, or find it on the Picture Format tab. A panel opens where you type a description. Both Word and PowerPoint also offer to generate alt text automatically, though the auto-generated version usually needs editing to be genuinely useful.
The same applies to charts, SmartArt and grouped shapes. Anything that carries meaning visually needs a text equivalent.
What makes alt text good rather than just present?
Good alt text describes what the image communicates in context, in a sentence. For a chart, say what the chart shows and its key takeaway, not simply "bar chart". For a photo on a slide, describe what matters about it for the point being made.
Images that are purely decorative should be marked as decorative instead. That tells the screen reader to skip them, so the user is not interrupted by descriptions of background flourishes.
Why does it matter beyond accessibility?
Two reasons. First, accessibility compliance is frequently a contractual requirement for government and large enterprise work, and missing alt text is one of the first things an accessibility audit flags. Second, AI tools such as Copilot read alt text to understand images, so a well-described chart is one the AI can summarise correctly.
At Ideaseed we build alt text prompts and reminders into client templates, so the people creating documents are guided to add descriptions rather than relying on memory or a later audit to catch the omissions.
Alt text is a written description of an image that screen readers announce, making Word and PowerPoint files accessible and machine-readable. Write it to describe meaning in context, mark decorative images as such, and treat it as a standard part of finishing any document.
For accessible templates with alt text guidance built in, see our document design service or request a free health check at ideaseed.com.au/questionnaire.
Georgie Cousens
Co-Founder, Graphic Designer and Microsoft Specialist
It was a huge success. Investors commented that the presentation was excellent.
Westpac
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It was a huge success. Investors commented that the presentation was excellent.
Westpac
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It was a huge success. Investors commented that the presentation was excellent.
Westpac
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It was a huge success. Investors commented that the presentation was excellent.
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Red Rooster
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CSL
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CSL
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Dept of Industry, Innovation, and Science
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Dept of Industry, Innovation, and Science
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Dept of Industry, Innovation, and Science
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Dept of Industry, Innovation, and Science
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Allianz
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Sydney Water
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Sydney Water
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Downer EDI
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Modern Dental Pacific
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The response to the templates has been overwhelmingly positive, which is great! Thank you!
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It’s been a pleasure working with you. Thank you for your responsiveness and ability to support all that we’ve asked you for. We’ve got your details now, so just know that our paths will cross again!
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Orro
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Orro
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Southern Cross Dental
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Southern Cross Dental
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Southern Cross Dental
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Australian Super
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Ideaseed were an absolute pleasure to partner with. They provided exceptional service and communication throughout the process and continue to support us.
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The ideaseed difference
We’re fast. Really fast
We know time is of the essence, so we pride ourselves on quick, efficient delivery without sacrificing quality. Whether you have a tight deadline or need a last-minute update, our team is committed to delivering polished results within even the tightest timeframe.
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