Formatting and Use of Photos Accessibility How-To Guide
Purpose:
This guide will help faculty create accessible photos within course materials so all students—including those using screen readers or other assistive technologies—can understand the visual information being presented.
Photos are commonly used to illustrate people, locations, objects, events, or demonstrations. Accessible photos ensure that important information is also provided through clear alternative text and supporting descriptions, allowing all learners to interpret the content.
1. Add Alternative Text (Alt Text) to Photos
Why: Screen readers cannot interpret photographs unless alternative text (alt text) is provided. Alt text allows assistive technologies to describe the content and instructional purpose of the photo.
Without alt text, students who rely on screen readers will not know what the photo represents.
How:
In Word or PowerPoint:
Right-click the photo.
Select View Alt Text or Format Picture.
Enter a short description explaining the photo.
Example alt text:
“Students working together in a clinic research workspace.”
Tips:
Alt text should:
Describe the important elements of the photo
Focus on the instructional purpose of the image
Be clear and concise
Avoid unnecessary phrases such as: “Image of..” or “Photo showing…”
Screen readers already identify the content as an image.
For more information, please visit Alt Text.
2. Mark Decorative Photos as Decorative
Why: Some photos are included for visual design or atmosphere rather than instructional content. If decorative images are not properly marked, screen readers will attempt to read them, which can interrupt the reading flow for users.
How:
If a photo does not convey meaningful information:
Right-click the photo.
Select View Alt Text.
Check Mark as Decorative.
Examples of decorative photos:
Background imagery
Stock photos used for design
Decorative banners or visual themes
Tips:
If the photo does not contribute to learning or understanding, it should likely be marked as decorative.
3. Describe Important Context in Photos
Why: Photos sometimes contain contextual information that students must understand, such as demonstrations, locations, or visual examples.
Providing context ensures that students using screen readers understand what is happening in the photo and why it matters.
How:
Alt text or accompanying descriptions should answer:
What is happening in the photo?
Who or what is involved?
Why is the photo relevant to the course material?
Example:Example:
Poor alt text: “Students in classroom.”
Better alt text: "Three students collaborating on a group project during a marketing workshop.”
Tips:
Focus on the educational takeaway, not every visual detail.
For more information, please visit Legible/Readable/Understandable.
4. Ensure Photos Are Clear and Readable
Why: Blurry or low-quality photos can make visual information difficult to interpret for students with low vision. Accessible photos should remain clear and easy to understand.
How:
Use photos that are:
High resolution
Well-lit and clearly focused
Large enough to view important details
Tips:
Avoid:
Pixelated or blurry photos
Photos containing small unreadable text
Images that are overly cropped or distorted
For more information, please visit Legible/Readable/Understandable.
5. Avoid Using Photos That Contain Important Text
Why: Photos containing text (such as screenshots or signs) may not be readable by screen readers. Students using assistive technology may miss important information.
How:
If a photo contains important text:
Include the text in alt text
Provide the information in surrounding document text
Example alt text:
“Poster reading: ‘Submit assignments by Friday at 3 PM.’”
Tips:
Whenever possible, use real text in the document rather than embedding text within photos.
6. Place Photos Near Relevant Content
Why: Photos should appear close to the text that explains them so students can easily connect the visual with the course material. This improves both accessibility and comprehension.
How:
When inserting a photo:
Place it near the paragraph discussing it
Provide a short caption if needed
Example:Example:
Photo: Soil erosion observed after heavy rainfall.
Tips:
Avoid placing photos far from the text describing them.
For more information, please review the P.O.U.R Infographic document.
7. Review Photo Accessibility
Why: Accessibility tools help identify missing alt text and common issues.
How:
In Word or PowerPoint:
Select Review.
ChooseClick Check Accessibility.
Review flagged issues.
Common issues include:
Missing alt text
Unlabeled visual elements
Tips:
Accessibility checkers cannot determine whether the alt text meaningfully describes the photo, so manual review is important.
For more information, please visit Accessibility Checkers.
Quick Reference / Checklist
| Task | Done? |
| Provide text explanation near the diagram |
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| Add alt text describing the diagram |
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| Ensure diagram text is readable |
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| Use high color contrast |
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| Avoid relying on color alone |
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|
Keep diagrams simple and focuse |
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|
Provide detailed description for complex diagrams |
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