In Easy Steps Articles

April 10, 2023

How To Add Alt Text In Excel

Excel is a powerful tool for creating and organizing data, including images and graphics. In this article, we will discuss how to add alt text in Excel to make your documents more accessible.

What is alt text?

Alt text, also known as alternative text, is an important accessibility feature that allows users with visual impairments to understand and interact with content on a website or document. Alt text is a short description of an image or graphic that is read by screen readers, making it essential for individuals who cannot see the content.

How to add alt text in Microsoft Excel

Adding alt text in Excel is a simple process that can be completed in just a few steps. Here’s how to do it:

  • Insert an image or graphic in Excel by selecting Insert > Picture from the ribbon menu.
  • Right-click on the image or graphic and select Format Picture from the drop-down menu.
  • In the Format Picture pane, select the Size & Properties icon (represented by a paint roller).
  • Scroll down to the Alt Text section and enter a description of the image or graphic in the Description field.
  • If your image contains text, such as a chart or graph, you can also enter the text in the Title field.
  • Click Close to save your changes.

Tips on writing alt text in Excel

By adding alt text in Excel, you are making your documents more accessible to users with visual impairments. It also benefits individuals who may have slow internet connections or are unable to load images due to technical issues.

When writing alt text, it’s important to keep it concise and descriptive. Use plain language and avoid technical jargon or complex descriptions. The purpose of alt text is to convey the meaning of the image or graphic, not to provide unnecessary details or explanations.

Additionally, it’s important to avoid using phrases like “image of” or “picture of” in the alt text, as screen readers will already identify the content as an image. Instead, focus on describing the content of the image or graphic in a way that makes sense without the visual context.

Microsoft Excel in easy steps 9781840789966 front cover

Get more tips like these from Microsoft Excel in easy steps – illustrated using Excel in Microsoft 365

By: Mike McGrath and Michael Price

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