Adding Alt Text to PDFs for Better Accessibility

If you’ve ever struggled with adding alt text to a PDF, you’re not alone. Most PDF readers don’t exactly roll out the red carpet for accessibility features, leaving you stuck if you want to make your documents more inclusive.

But by converting your PDF to Word, you can handle alt text in just a few clicks. Then, you simply save the file back as a PDF. Quick and simple.

How To Add Alt Text in PDFs

Here’s the step-by-step breakdown for making your PDFs accessible to screen readers:

1. Import your PDF document into our PDF to Word converter.
2. Select “Word (.docx)” from the “Convert to:” options.
3. Save the converted document and open it in Microsoft Word.
4. Right click on an image that needs alt text.
5. Select “View Alt Text” from the menu.
6. Type in a short, clear description of the image in the sidebar.
7. Repeat for all images, charts, or diagrams.
8. Save the Word document as a PDF.

Always save the document as a PDF using Microsoft Word. If you use another program, there’s a chance your alt text might disappear.

What Is Alt Text and Why Do PDFs Need It?

Alt text—short for “alternative text”—is a brief description of an image. It’s there to help people who use screen readers understand what’s in your document when they can’t see the images. It’s not the same as adding a caption to images because it isn’t visible all the time.

If someone can’t see the images in your PDF, alt text is what tells them what’s there. Whether it’s a graph, a photo, or a diagram, a clear description helps everyone understand your content. Sometimes, adding alt text is even a legal or compliance requirement, so it’s not just nice to have. Plus, once you get into the habit, it’s no big deal.

How To Edit or Remove Alt Text in PDFs

Sometimes you need to change or delete alt text, and that’s just as easy.

Follow the same steps for adding alt text and simply delete or edit the description already there.

How To View Alt Text in PDFs

Unfortunately, most standard PDF readers don’t let you see alt text directly. For those that do, you simply hover your cursor over the image and the alt text will be shown in a small popup.

Alternatively, you can follow the steps above to convert and open the document in Word and then select “View Alt Text” to check if a description is already there. It involves extra steps—and you need to remember to save it as a PDF again—but it is useful if your PDF reader doesn’t show alt text.

Tips for Writing Good Alt Text

Don’t treat adding alt text as just ticking a box for accessibility. A well-written description makes all the difference for people using screen readers. Here are a few tips:

• Be descriptive but concise. Write what the image shows without going overboard.
• Include context. If the image has a purpose—like showing data or directions—make that clear.
• Skip phrases like “image of” or “photo of.” People already know it’s an image. Jump straight to the description.

Instead of saying, “Photo of a chart,” try, “Bar chart showing quarterly sales growth from Q1 to Q4, with a 10% increase in Q4.”

If the details in the chart are important, add them too!

Answering Common Questions About Alt Text in PDFs

Does alt text work in PDFs?

Yes, screen readers can pick up alt text in PDFs, but only if it’s added properly. The trick is to add it in Word, then save the file as a PDF. That way, the alt text gets embedded into the document, making it accessible to anyone using assistive technology.

How do I turn off alt text in a PDF?

Just delete the description in the “View Alt Text” pane when you’re in Word. Save the file back as a PDF, and it’s gone. Simple as that. If you’re removing alt text because it’s not needed, like for decorative images, you can also mark the image as “decorative” so it doesn’t cause unnecessary confusion for screen readers.

How to check if a PDF has alt text?

Convert it to Word, right-click the images, and check the Alt Text pane. If there’s no description, the field will be blank. If there is text, you’ll see it straight away, and you can update or improve it if needed. This workaround is super useful because most PDF readers don’t display alt text at all, leaving Word as your go-to tool for checking accessibility.

How to write alt text for PDF documents?

Keep it clear and relevant. Describe what’s in the image and why it’s there. For example: “A red brick house with a large garden.” If the image is decorative and doesn’t add value, just label it as that. Remember, the goal is to make the description as useful as possible without overwhelming the reader.