How to make Word documents accessible

Images

Use images in a way that everyone can understand, including people who cannot see them or use assistive technology.

Make images accessible to everyone

Documents usually work best with clear text first. Use images only when they genuinely help people understand the content.

Read our guidance: Before you use images in content.

Images should support your content, not replace it.

Not everyone can see or understand the information in images. Important information must also be available in text.

To make images accessible:

add a text description (alt text or nearby text) to informative images
mark decorative images as ‘decorative’ so screen readers ignore them

You should also:

add a visible caption where it helps explain why the image is included
check that information in images has sufficient colour contrast
ensure images can zoom up to 400% without losing clarity or information

Decide if each image is decorative or informative based on why it is included.

If the image adds meaning, describe it.
If it does not add meaning, mark it as decorative.

Describe images in text

Images with important information need a text description so people who cannot see them can still understand their meaning.

You can provide a description by:

adding alternative (alt) text to an image
including image information in the nearby text (this helps all users)

Sometimes you may need to do both.

Adding image alt text

Alt text is a short description that explains what the image shows and why it matters in context.

Every image should allow alt text to be added or be marked as decorative.

Before adding alt text, decide:

whether the image is needed
what information in the image matters for supporting that specific document content

Do not rely on auto-generated alt text, as it is often inaccurate or incomplete.

To understand how to write effective alt text, read Writing good image alt text.

Steps to add image alt text

Use any of these methods:

Right-click the image and select Edit Alt Text.
Select the image, then go to Picture Format, then Alt Text.
Use the Review tab, then Check Accessibility.

Microsoft Support also explains how to add alt text to pictures, shapes, charts, SmartArt, or other objects.

Marking images decorative

If removing an image would not change what the content says, it is decorative.

Decorative images do not need alt text, but you must mark them as decorative so they are ignored by assistive technologies.

Images used for visual interest

These images make content look more engaging but do not add meaning.

Example:

A document includes details about a country park, such as location and facilities. A photo of people walking in the park is included.

If the photo does not add information beyond the text, it can be marked as decorative.

Images that repeat information already explained in the text

These images show information that is already clear from the content.

Example:

A document includes written directions such as:
“Turn left onto High Street, then follow signs to the council offices.”

A map appears next to the text but is not referred to.

Since the directions are already clear, the map can be marked as decorative.

Read about using decorative images in content.

Steps to mark an image as decorative

Use any of these methods:

Right-click image, then Edit Alt Text, then Mark as decorative.
Select the image, then go to Picture Format, select Alt Text, then Mark as decorative.
Go to Review, Check Accessibility, and Mark as decorative for each image that needs it.

Microsoft Support also explains how to mark images as decorative.

Complex images: maps, graphs, charts and diagrams

Maps, charts, graphs, or diagrams are complex images. Complex images often include more information than alt text can explain.

They usually need additional explanation in the main text.

Complex images should:

be formatted as a single, flat image
have a text description nearby explaining the information or data
include alt text that briefly describes the image and refers to the full explanation

Read Using complex images for examples.

Format complex images as flat images

If you create a complex image in Word or another application, format it as a flat image before including it in your content.

You can do this by:

copying and saving it as an image, then inserting it
taking a screenshot and pasting it

Image quality

Ensure complex images are high quality so they remain clear when zoomed up to 400%.

You can test image quality by:

pressing CTRL + plus (+) or minus (-).
going to View, then Zoom, then Percent, then setting to 400%

Using colour

If you use colour to convey meaning:

ensure colour combinations meet colour contrast requirements
use patterns or text labels so people who cannot see colour or print the document in black and white can still understand it

Many Word chart and graph colour themes do not meet accessibility requirements, so check them before use.