Alt Text

Alt text (alternative text) is a short description added to images so people who use screen readers can understand their purpose and meaning.

Alt text is read aloud by assistive technology and displayed when images don’t load, making it a critical part of accessible digital content.

Alt text is not about describing every visual detail. It’s about communicating the information an image provides in context.

Why This Matters

Images without alt text create information gaps. When meaningful images are missing descriptions, users who rely on assistive technology may miss instructions, context, or key messages entirely. Effective alt text ensures everyone receives the same information, regardless of how they access content.

Well-written alt text also improves usability, searchability, and clarity across platforms—including websites, newsletters, social media, documents, and learning tools.

What Makes Alt Text Effective?

Effective alt text is:

• Purpose-driven – It explains why the image is included
• Concise – Usually one short sentence
• Context-aware – It reflects what matters in that moment
• Neutral and clear – It avoids assumptions or unnecessary detail

The same image may need different alt text depending on how and where it’s used.

Dos & Don’t

Do

• Describe the meaning or function of the image
• Include text that appears inside the image
• Keep descriptions clear and brief
• Use proper punctuation and complete thoughts
• Mark purely decorative images as decorative

Don’t

• Don’t start with “image of” or “picture of”
• Don’t repeat nearby text word for word
• Don’t over-describe colors, layout, or background details unless they add meaning
• Don’t leave alt text blank for meaningful images

Decorative vs. Informative Images

Not all images need alt text.

• Decorative images (visual separators, background shapes, purely aesthetic graphics) should be marked as decorative so screen readers skip them.
• Informative images (photos, graphics, charts, screenshots, flyers) need alt text that communicates their purpose.

If removing the image would cause someone to miss information, it needs alt text.

Adding alt text to common tools

Alt text should be added whenever images are shared across district digital platforms, including websites, newsletters and emails, social media posts, documents and presentations, and learning platforms such as Schoology.

• Facebook: Add photo → Edit → Alt Text → write description.
• Instagram: After adding image → Advanced settings → Accessibility → Write alt text.
• LinkedIn: Upload image → Edit → Alt text.
• Google Docs/Slides: Right-click image → Alt text (add Description; mark decorative if appropriate).
• Microsoft Word/PowerPoint: Right-click image → Edit Alt Text (or Alt Text pane; check Mark as decorative if needed).
• Adobe Acrobat (PDF): Tools → Accessibility → Set Alternate Text (run Full Check to verify).
• Google Sites: Select image → Alt text (in image settings/properties).
• WordPress (and most CMS): Media Library → select image → Alternative Text field (or Image block → Alt text).
• Canva: Select image → open Accessibility/Alt text in the side panel → add description.
• Newsletter/Email platforms (Smore/Mailchimp/Finalsite): Most email newsletter platforms include a built-in Alt text field in the image block/settings so you can add descriptive text for screen readers and when images don’t load.