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Inserting Photos and Adding Descriptive Text in Microsoft Word and on Mac/iOS
Overview
Adding photos with descriptive text (alt text) ensures that documents are accessible to everyone, including those using screen readers. The following instructions explain how to insert images and add descriptions in Microsoft Word on Windows, Mac, and iOS devices using both mouse and keyboard or VoiceOver commands.
Microsoft Word (Windows)
Using Mouse or Trackpad
1. Place the cursor where you want the image to appear.
2. On the Ribbon, select the Insert tab.
3. Choose Pictures, then either ‘This Device’ or ‘Online Pictures…’.
4. Locate and select the image you want to insert, then select Insert.
5. After insertion, right-click the image and choose ‘Edit Alt Text’.
6. In the Alt Text pane, enter a short description (1–2 sentences). If the image is decorative, mark it as decorative.
Using Keyboard or Screen Reader
1. Move to where you want the image.
2. Press Alt+N, then P.
3. Use the arrow keys to move to ‘This Device’ or ‘Online Pictures…’, then press Enter.
4. After inserting, press Shift+F10 on the image to open the context menu.
5. Arrow down to ‘Edit Alt Text’, then press Enter.
6. Type your description in the Alt Text pane and press Esc to close.
Microsoft Word (Mac)
Using Mouse or Trackpad
1. Place your cursor where you want the image.
2. On the Insert tab, select Pictures, then choose from your device or online.
3. Right-click (or Control-click) the inserted image and select ‘View Alt Text’.
4. Enter your description in the Alt Text field or mark it as decorative.
Using VoiceOver or Keyboard
1. Press VO+Right or VO+Left Arrow until you reach the Insert tab.
2. Press VO+Space to open it.
3. Tab to ‘Pictures’ and press VO+Space.
4. Choose an image source and insert it.
5. To add Alt Text, select the image, press VO+Shift+M to open the context menu, arrow to ‘Edit Alt Text’, and press VO+Space.
6. Type your description and press VO+Space again to close.
Microsoft Word (iOS)
Using Touch and VoiceOver
1. Place your cursor where you want to insert the image.
2. With VoiceOver on, tap near the top with four fingers to show the Ribbon.
3. Swipe right or left to the Insert tab, then double-tap.
4. Swipe right to ‘Pictures’ and double-tap.
5. Choose an image from your photo library and insert it.
6. Select the image, then find and open the Picture tab.
7. Double-tap Alt Text, type a short description, or mark as decorative.
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Casey Mathews
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Patty L. Fletcher – Author and Content Promoter.
About Patty L. Fletcher
Updated November 2024
Patty L. Fletcher is a woman of passion and exploration.
She studies the art of manifestation and is a seeker of knowledge and the wisdom to know what to do with it when it’s learned.
To learn more visit: https://pattysworlds.com/about/
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