How to make Word documents accessible

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

On this page

• Make images accessible to everyone
• Describe images in text
• Marking images decorative
• Complex images: maps, graphs, charts and diagrams
• Accessibility standards and guidance

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 information in images, so it 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 they are ignored by assistive technologies

You should also:

• add a caption if it helps explain the image  
• make sure images are easy to read  
• make sure images stay clear when zoomed  

Describe images in text

Images with important information need a text description so people can understand what they show.

You can do this by:

• adding alternative (alt) text to an image
• including key information in the surrounding text

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 either:

• include alt text
• or be marked as decorative

Before adding alt text, decide:

• whether the image is needed
• what information users need from it

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

For detailed guidance, 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.

Marking images decorative

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

Decorative images should not include alt text and should be marked as decorative so they are ignored by assistive technologies.

Images used for visual interest 

A photo added to make a document more engaging, but not needed to understand the content.

Images that repeat information already explained in the text

If the same information is clearly explained in the text, the image can be decorative.

For more guidance, read Using decorative images.

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.

Complex images: maps, graphs, charts and diagrams

Complex images often include more information than alt text can fully describe. Make sure the key information is explained in the main text.

Complex images should:

• include a clear description of the key information in the text
• have alt text that briefly describes the image and refers to that explanation
• remain clear and readable when zoomed

For full guidance, read Using complex images

Format complex images

If you create a complex image in Word or another application, convert it to a single image before adding it to your document.

You can do this by:

• saving it as an image and inserting it
• taking a screenshot and pasting it

Image quality

Make sure images stay clear when zoomed.

You can test this by zooming in to 400%.

Using colour

If colour is used to show meaning:

• make sure it is easy to read and meets colour contrast requirements
• do not rely on colour alone
• use labels or patterns where needed

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

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.