Question
What is and how do you write effective Alt-Text to meet Digital Accessibility standards?
Answer
Alternative text (commonly called alt text) is essential for accessibility. It allows screen reader users, such as individuals who are blind or have low vision to understand the content and purpose of images.
Why Alt Text Matters
At YSU, providing effective alt text:
- Supports equal access to academic materials
- Improves usability for assistive technology users
- Helps meet accessibility standards used across higher education
- Requires minimal effort but has high impact
Alt text is often misunderstood or misused, especially in instructional and academic content. This article explains how to use it correctly.
What Alt Text Is (and Is Not)
What Alt Text Is
Alt text is a brief; meaningful description of an image that communicates why the image is there and what information it provides.
Good alt text:
- Reflects the purpose of the image in context
- Conveys essential information the image presents
- It is concise and written in complete thoughts
- Fits naturally if read aloud by a screen reader
What Alt Text Is Not
Alt text should not:
- Start with “Image of…” or “Picture of…”
- Repeat surrounding text already explaining the image
- Describe every visual detail when it isn’t relevant
- Be left blank for images that provide meaning
- Be used for decoration or file names (e.g., chart_final_v3.png)
Decorative vs. Meaningful Images
Understanding whether an image is decorative or meaningful is the most important step.
Decorative Images
Decorative images do not add information and are used purely for visual design.
Examples:
- Stock photos used for atmosphere
- Divider lines or background graphics
- Icons that repeat adjacent text
Best practice:
Mark decorative images as decorative so screen readers skip them.
Decorative Images Tutorial
Meaningful Images
Meaningful images convey information necessary to understand the content.
Examples:
- Charts and graphs in lectures or research
- Diagrams explaining processes
- Screenshots showing steps in software
- Maps, tables embedded as images, or infographics
Best practice:
Provide alt text that communicates the same information visually available to sighted users.
How to write effective Alt-Text
Writing Alt Text for Common Academic Images
Charts and Graphs
Focus on the key takeaway, not every data point.
Poor alt text:
“Bar chart with blue and green bars”
Effective alt text:
“Bar chart showing enrollment increased from 8,200 in 2019 to 9,100 in 2023, with steady year‑to‑year growth.”
Tip: If a chart is complex, provide a brief alt text and include a longer text explanation in the surrounding content.
Diagrams and Models
Describe the process or relationship being shown.
Example:
“Diagram illustrating the water cycle: evaporation from lakes, condensation into clouds, precipitation, and runoff returning to water sources.”
Screenshots (Blackboard, Banner, Software Tools)
Describe what the user should notice or do, not every visual element.
Example:
“Screenshot of Blackboard Ultra showing the ‘Submit Assignment’ button located at the bottom of the assignment page.”
Photos Used Instructionally
Focus on what matters academically.
Example:
“Photo of a chemistry lab setup with a burette clamped vertically above a flask for a titration experiment.”
Examples Of Alt Text (Before and After, see images below each description)
Decorative Image vs. Informational Image
A campus stock photo on the left (decorative use) and a university logo on the right (informational use)
Before alt text (incorrect):
“Students walking on campus”
After alt text (correct)
(Marked as decorative — no alt text needed)
Before alt text (ineffective)
“Bar chart showing enrollment data”
After alt text (effective)
“Bar chart showing undergraduate enrollment increased steadily from 7,800 in 2020 to 8,600 in 2024.”
Before (ineffective alt text):
“Diagram with arrows and boxes.”
After (effective alt text):
“Diagram illustrating the research writing process: topic selection, literature review, methodology, analysis, and final draft.”
Before (ineffective alt text):
“Screenshot of Blackboard page.”
After (effective alt text):
“Screenshot of Blackboard Ultra assignment page showing the ‘Submit Assignment’ button.”
Before (ineffective alt text):
“Photo of lab equipment on a table.”
After (effective alt text):
“Photo showing a chemistry lab setup with a burette clamped vertically above a flask for a titration experiment.”
How to Add Alt Text
Most tools used at YSU include built-in alt text fields:
How to Add Alt Text in Word/PowerPoint
- Select the Object: Click on the picture, shape, chart, or SmartArt graphic.
- Right-click the object and select View Alt Text or Edit Alt Text. Alternatively, go to the Picture Format tab and select Alt Text.
- Enter Description: Type a detailed description in the text box or check Mark as decorative if the image is purely for visual styling.
Blackboard Ultra: Methods to Add Alt Text
- During Upload: When inserting an image, a window appears with a dedicated Alternative text field.
- Existing Images: Click on an image within your document to select it, then select the image icon in the editor toolbar to open the editing pane and add alt text.
- Using Blackboard Ally: If Ally flags an image for missing descriptions, click the red/orange accessibility gauge. Follow the prompts in the instructor feedback panel to add descriptions directly
PDFs (Acrobat): This method is best for reviewing all images in a document quickly.
- Open your PDF in Adobe Acrobat Pro.
- Navigate to the Tools tab and select Accessibility.
- Choose Set Alternative Text from the menu.
- Acrobat will scan the document and present a dialog box for each image.
- Type the descriptive text into the box.
- If the image is purely decorative, check the Decorative figure box.
- Click Save & Close.
Always use the designated alt text field—do not place alt text in visible captions unless it benefits all users.
How to do Alt Text in Word, PowerPoint and Adobe Video
Common Alt Text Mistakes to Avoid
- Leaving alt text blank for meaningful images
- Over-describing irrelevant visual details
- Copying captions directly into alt text
- Using file names or placeholder text
- Assuming everyone experiences images visually
Quick Alt Text Checklist
Before publishing, ask yourself:
- Does the image add meaning?
- Does the alt text explain why the image is there?
- Would this make sense if read out loud?
- Is the description concise and accurate?
If the image does not add information, mark it as decorative.
Key Takeaway
Writing effective alt text is one of the simplest ways to make YSU’s digital content more inclusive. A few thoughtful words can significantly improve access to academic information for all students, faculty, and staff.
if you remember one thing:
Describe the meaning, not just what the image looks like.
Video Companion
