How to Add Automatic Alt Text to Microsoft Word Images

How to Add Automatic Alt Text to Microsoft Word Images

Adding images to a Word document is easy, but making them accessible is just as important. Microsoft Word’s Automatic Alt Text feature instantly generates descriptions for your pictures, helping business and home users save time while ensuring inclusivity.

By Rodger Mansfield, Technology Editor 

December 8, 2025

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Ever dropped an image into a Word document and wondered how someone using a screen reader would interpret it? 

Accessibility is not just a compliance checkbox, it’s a way to make your work usable by everyone. 

Here's a Cool Tip:  Use Word's Automatic Alt Text feature.

Microsoft Word’s Automatic Alt Text feature takes the guesswork out of writing descriptions, offering instant suggestions that you can refine.

Feature Explanation

Automatic Alt Text uses Microsoft’s AI to scan an image and generate a short description. 

For example, if you insert a photo of a laptop on a desk, Word might suggest “A computer on a table.” 

You can accept, edit, or replace this text. 

The feature matters because alt text is essential for screen readers, search indexing, and inclusive communication.

What You’ll Gain

• Accessibility compliance: Meet standards without manual effort.
• Time savings: Skip repetitive writing for common images.
• Better communication: Ensure your visuals make sense to all readers.
• Search benefits: Alt text improves discoverability in cloud environments.

Step-by-Step Instructions

Here's how to do it.

Microsoft Word (Windows/Web)

1. Insert an image into your document.
2. Right-click the image and select Edit Alt Text.
3. Word automatically generates a description.
4. Review and edit for accuracy. 

fig. 1 - Word Writes Alt Text Example

Note: 

• “Mark as decorative” tells Microsoft Word that an image doesn’t need alt text because it’s purely visual and not essential to understanding the document. When this box is checked, screen readers will skip the image entirely.

iOS

1. Tap the image in your Word document.
2. Select Alt Text from the menu.
3. Review the suggested description.
4. Edit or replace as needed.

Android

1. Tap the image.
2. Choose Alt Text.
3. Word provides a suggestion.
4. Adjust for clarity.

Pros and Cons

Pros

• Speeds accessibility workflows.
• Good baseline descriptions.
• Helps teams avoid legal accessibility failures.
• Works in web, desktop, and mobile versions.

Cons

• Lacks context (e.g., why the image matters).
• Charts and diagrams are often interpreted generically.
• Longer captions often require a rewrite.

Configuration Guide

To enable or disable Automatic Alt Text generation:

• File →  Options → Accessibility → Automatic Alt Text

Feature Access

Available in Microsoft Word for Microsoft 365 subscriptions. 

Microsoft notes this feature is currently rolling out across platforms.

Score

Criterion Score (0–10) Justification

Value 9

Accessibility is critical, and automation adds strong value.

Usability 8

Easy to access, but editing is still required for precision.

Wow Factor 7

Helpful but not groundbreaking; AI descriptions are basic.

Total: 24/30 👍 Good 

A practical feature that compares favorably to Google Docs’ manual-only alt text.

Key Takeaways

Automatic Alt Text in Word saves time, improves accessibility, and ensures inclusivity. 

While AI suggestions aren’t perfect, they provide a strong starting point for better communication.

Cool Tip Snapshot

• Feature Name: Automatic Alt Text.
• Platform(s): Windows, iOS, Android, Web.
• Quick Benefit: Instant image descriptions for accessibility.
• Access Type: Free with Microsoft 365 subscription.

Try It Yourself

Add an image to your next Word document and check the Alt Text pane. 

Try editing the AI suggestion, then share this tip with your team and subscribe to the One Cool Tip newsletter.

READ MORE

• Copilot on Windows Can Now Export Office Docs
  
• One-Click Proofreading in Word for the Web with Microsoft 365 Copilot
  
• Microsoft’s Red Gets a Makeover. Here’s Why It Matters for Accessibility
  

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Rodger Mansfield, a seasoned technology expert and editor of OneCoolTip.com, transforms complex tech into practical advice for everyday users. His Cool Tips empower readers to stay productive, secure, and one step ahead in the digital world.

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