Images, Icons & Decorative Graphics

Why alternative text matters

Alternative text (alt text) describes images for people who can't see them, including users of screen readers, people with visual impairments, and anyone in situations where images won't load or display.

In PowerPoint presentations, images often carry critical information:

• Data visualization: Charts, graphs, and infographics
• Process flows: Diagrams and workflow illustrations
• Supporting evidence: Screenshots, photos, and examples
• Branding elements: Logos and visual identity
• Decorative content: Background images and design elements

Types of images in presentations

Informative images

Carry essential information that supports your presentation content:

• Screenshots demonstrating software features
• Product photos showing specific details
• Maps indicating locations or geographic data
• Process diagrams explaining workflows

Alt text needed: Describe the essential information conveyed by the image.

Decorative images

Used for visual appeal but don't convey essential information:

• Background patterns or textures
• Decorative borders or dividers
• Stock photos used for mood or atmosphere
• Purely aesthetic design elements

Alt text needed: Mark as decorative (empty alt text) so screen readers skip them.

Functional images

Act as links or buttons to trigger actions:

• Clickable logos that link to websites
• Social media icons with links
• Navigation arrows or buttons
• Interactive elements in presentations

Alt text needed: Describe the function or destination, not the appearance.

Writing effective alternative text

General principles

• Be concise: Aim for 125 characters or less when possible
• Be specific: Include relevant details that support your message
• Consider context: What information does your audience need from this image?
• Don't state the obvious: Avoid starting with "Image of..." or "Picture shows..."
• Include essential text: If images contain important text, include it in alt text

What to include

For data charts:

Chart type, key trends, highest/lowest values, and main takeaways

For screenshots:

What software/interface is shown and the relevant features or actions displayed

For photos:

People, objects, actions, and setting relevant to your presentation context

For diagrams:

The process or relationship being illustrated and key steps or connections

What to avoid

• Redundant information: Don't repeat what's already in surrounding text
• Subjective descriptions: Avoid opinions like "beautiful" or "impressive"
• Unnecessary details: Focus on information relevant to your presentation goals
• File names: "IMG_1234.jpg" provides no useful information

Decorative images and graphics

Decorative images should be marked as decorative so screen readers skip them entirely. This prevents unnecessary interruptions when the image doesn't add informational value.

Identifying decorative images

An image is decorative if removing it wouldn't change the meaning or understanding of your content:

• Background patterns or textures
• Decorative bullets or dividers
• Stock photos used purely for visual appeal
• Repeating design elements like borders

How to mark images as decorative

1. Right-click the image and select "Edit Alt Text"
2. Check the "Mark as decorative" checkbox
3. PowerPoint will automatically clear any existing alt text
4. Screen readers will now skip this image

Icons and symbols

Icons and symbols require special consideration because they often convey meaning through visual metaphors.

Informative icons

When icons convey specific meaning or function:

• Warning icons: "Warning" or "Caution"
• Success indicators: "Success" or "Completed"
• Navigation arrows: "Next slide" or "Previous section"
• Contact icons: "Email" or "Phone"

Icon groups and lists

When using icons as bullet points or list markers:

• Consistent meaning: If all icons serve the same function, describe once
• Different meanings: Describe each unique icon's meaning
• Purely decorative: Mark as decorative if they don't add meaning

Examples of icon alt text

Complex images and long descriptions

Some images contain too much detail for brief alt text. For complex images like detailed charts, maps, or diagrams, you may need both alt text and additional description.

Two-part approach

1. Alt text (brief): Summarize the main point or purpose
2. Long description: Provide detailed information in the surrounding text or speaker notes

Example: Complex chart

Options for long descriptions

• Include in slide content: Add detailed description as text on the same slide
• Speaker notes: Provide details in presentation notes for the presenter to share
• Appendix slide: Create a detailed breakdown slide linked from the main slide
• Handout materials: Include data tables or detailed descriptions in supporting materials

How to add alternative text in PowerPoint

Method 1: Right-click context menu

1. Right-click on the image
2. Select "Edit Alt Text" from the context menu
3. Type your description in the Alt Text pane that appears
4. Click away or press Escape to close the pane

Method 2: Format Picture pane

1. Select the image
2. Right-click and choose "Format Picture"
3. Click the Properties icon (looks like a square with lines)
4. Expand the "Alt Text" section
5. Enter your description

Method 3: Alt Text pane shortcut

1. Select the image
2. Press Alt + Text on your keyboard
3. Enter your description in the Alt Text pane

Accessibility Checker integration

PowerPoint's Accessibility Checker will flag images missing alt text:

• Look for the accessibility icon in the status bar
• Click it to open the Accessibility panel
• Review flagged images and add descriptions
• Use "Mark as decorative" for purely decorative images

Good and bad examples

Example 1: Company logo

Example 2: Process diagram

Example 3: Decorative background