Adding image descriptions (also known as alt text) to images in your Google Docs documents is a great way to make your content more accessible. Image descriptions allow visually impaired readers using screen readers to understand what an image is depicting. Adding descriptions is also beneficial for search engine optimization (SEO) and can provide context for images to sighted readers as well.
In this tutorial, I’ll walk you through the quick and easy steps to add image descriptions in Google Docs. Whether you’re creating a new document or updating an existing one, you’ll be able to add alt text to images in just a few clicks.
Why Image Descriptions Are Important
Before jumping into the how-to steps, let’s review why adding image descriptions is so valuable:
- Enhances accessibility – Visually impaired users rely on screen readers to interpret web page and document content. Without alt text, screen readers cannot determine what an image contains. Adding descriptive alt text makes content more usable for those with visual disabilities.
- Improves SEO – Search engines cannot “see” images. Including descriptive alt text allows search engines to index the content within the images, helping images show up in relevant search results.
- Provides context for all users – Image descriptions aren’t just for visually impaired readers. Descriptive alt text gives sighted readers context as to what an image is about, especially if there’s no caption present.
Adding relevant, informative image descriptions truly benefits all readers and serves to make your documents more accessible, findable, and usable.
How to Add Alt Text in Google Docs
Adding image descriptions in Google Docs is easy and only takes a few seconds once you know the steps.
Here is the process:
- Insert your image – Add the image you want to describe into your Google Doc. You can insert an image by going to Insert > Image in the menu bar.
- Right-click the image – Right-click on the image you inserted and select Alt text from the pop-up menu. Right-click image and select Alt text
- Enter description in the Alt text box – The Alt text box will appear. Type your concise image description here.
- Keep it short but descriptive (1-2 sentences).
- What is the image depicting? Name people, places, objects, scenes, etc.
- Avoid phrases like “Image of…” or “Picture of…”.
- Click Save – Click the Save button once you’ve entered your alt text description.
And that’s it! The image description is now added. Visually impaired users with screen readers will be read your alt text, and it also helps those images appear in Google search results.
Tip: You can always go back and edit or update image descriptions later by following the same right-click > Alt text process.
Best Practices for Image Descriptions
Now that you know how to add alt text, let’s review some key best practices to ensure your image descriptions are as helpful as possible:
- Be accurate and concise – Summarize what the image portrays without embellishing. Use just 1-2 brief sentences.
- Don’t repeat caption or nearby text – The alt text should supplement the surrounding content, not restate it.
- Describe complex images – If there’s a lot going on in one image, do your best to summarize the key elements.
- Use active voice – Write directly and clearly, for example “A dog catching a Frisbee in its mouth” versus “Frisbee being caught…”.
- Don’t say “Image/picture of…” – Screen readers already identify it as an image, so no need for that preamble.
- Check grammar and spelling – Alt text should be as clean and polished as any other text.
Following these best practices will ensure your alt text is useful, accessible, and optimized.
Tips for Adding Useful Image Descriptions
Here are some additional tips to help you write great image descriptions:
- Describe photos of people – In addition to describing appearance, mention if they are well-known figures. Provide names if possible.
- Describe logos – Name the company, product, brand, etc. that a logo represents.
- Describe charts/graphs – Summarize the main data points and trends that visualizations depict.
- Describe decorative images – If it’s just decorative clip art that serves no informative purpose, you can write “Decorative image” or leave the alt text blank.
- Describe memes – Summarize the meme’s visual message, without necessarily explaining the humor/social commentary.
Common Questions About Image Descriptions
Here are answers to some common questions around adding alt text:
Should I include alt text on every image?
- It’s best practice to add descriptions to all informative images. Purely decorative images can be marked as such or have blank alt text.
How do I add alt text to an image already inserted in my document?
- Follow the same right-click > Alt text process to add descriptions to existing images.
Can I edit my alt text later on?
- Yes, just revisit the right-click menu for that image and update the text in the Alt text box as needed.
How do I remove bad or outdated image descriptions?
- Reopen the Alt text box and delete the current text to remove descriptions.
Let Your Images Shine
Adding alternative text to the images in your Google Docs documents helps make them more visible, accessible, and findable – improving the experience for all readers.
Now that you know how to insert descriptive alt text in just a few clicks, you can easily put this lesson into practice. Simply right-click any image and add a concise description.
