How to make Word documents accessible
Images
Make meaningful images accessible so people who cannot see an image can still understand its message
On this page
- Make images accessible to everyone
- Describe images in text
- Adding image alt text
- Marking images 'decorative'
- Complex images: maps, graphs, charts and diagrams
- Related resources
Make images accessible to everyone
Documents usually work best without relying on images. Give people the easiest path to understanding your message by writing clear, simple text first.
Not everyone can see or understand the information in your images. Important information in pictures, clip art, charts, shapes, SmartArt, and other objects must be accessible to all users.
You must:
- 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 to informative images, if possible
- check that information in images has good colour contrast
- ensure images can zoom up to 400% without losing information
Decide if each image is decorative or informative based on why it is included on the page.
Learn more about decorative and informative images at Using images in online content.
How to add text descriptions in documents
Images with important information need a text description so people who cannot see them can still understand their meaning, such as those using screen readers.
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.
Read more about how to write text descriptions for images
How to add alt text
Alt text is a short description that helps people using screen readers understand what an image shows. It also appears if the image does not load.
Every image in a Word document should allow alt text to be added.
You must decide:
- whether an image is important for understanding nearby text, and include a short alt text description if it is
- what information to include based on why the image is included
Add a short alt text description using any of these methods:
- Right-click the image and select 'Edit Alt Text'.
- Select the image, go to Picture Format, then Alt Text.
- Use the Review tab, then Check Accessibility tool.
Do not rely on auto-generated alt text, as it is often incorrect.
Marking images 'decorative'
Decorative images do not need alt text, but you must mark them as 'decorative' for accessibility. Marking images as decorative ensures they are ignored by screen readers.
Decide if an image is decorative based on why it is included.
Images that can be marked decorative include:
- purely decorative images ('eye candy')
- images that repeat information already fully explained in the text and are not referenced (redundant)
Read more about Using decorative images.
Mark an image as decorative using:
- Right-click image, then Edit Alt Text, and then Mark as decorative.
- Select the image, then go to Picture Format, select Alt Text, then 'Mark as decorative'.
- Go to Review tab, Check Accessibility, and Mark as decorative for each image that needs it.
Microsoft Support also explains marking images as decorative.
Complex images: maps, graphs, charts and diagrams
Describing complex images
Maps, charts, graphs, or diagrams are complex images. They often include more information than a short alt text phrase can explain.
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 explains the image and refers to the longer description
You can mark a complex image as decorative if it is redundant. A complex image is redundant only if both:
- its information is fully explained in the main text
- the image is not referenced in the main text
Read more about redundant images in Using informative images in web content.
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.
Format an image as flat 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 (-) keys
- going to View, then Zoom, then Percent, and adjust to 400%
Using colour
If you use colour to convey meaning:
- use patterns or text labels so people who cannot see colour can understand
- ensure colour combinations meet colour contrast requirements
Many Word chart and graph colour themes do not meet accessibility standards, so check before you use them.
Accessibility standards and guidance
Following this guidance helps more people access council content and supports meeting UK accessibility regulations, including PSBAR 2018.
For more on using images:
- Use MS Word to create an accessible document: Images and graphics (GOV.UK)
- Microsoft Word - Creating Accessible Documents: Image Alt Text (WebAIM)
- How to make your Word documents more accessible (Scope for business)
- Images Tutorial | Web Accessibility Initiative (WAI) (W3C)
If system or format limits stop you from following this guidance, contact the Communications and Marketing team before publishing.
