In case you don't know, alternative text (alt-text) is text that describes images for the visually impaired. As more people access and read electronic documents or online content, this isn't a nice to have. Alt-text has become somewhat essential. In some instances, especially when you're creating documentation for the government, alt-text might be required. So, technical writers must have this awareness of creating alternative text under their tool belt.
How I became aware of using alt-text
My awareness of alt-text didn't come at once. It was gradual. Years ago, I worked with a colorblind graphic-designer on a short-term contract. He told me to change colors on some graphics in the documentation so those who were visually impaired would be able to see them better. This wasn't about alt-text per se but it got me on the road to try to open documentation to all people.
Some time after, companies would ask me if I knew 508 compliance or knew how to write alt-text. At that time, I said I didn't but said documentation needs to be accessible to all. Since I didn't have this knowledge, they'd pass me by. So, I looked into alt-text and 508 compliance standards. Eventually, I was blessed with a few short-term contracts where I was able to write accessibility text (synonym for alt-text) and use 508 compliance in documentation. So now, when possible, I write alt-text in documentation that I create.
How to write alt-text and do tools support them
If you're unfamiliar with how to write alt-text, it might seem overwhelming at first. So here are some tip to write alt-text.
- Put yourself in the shoes of those who are visually impaired. How you want someone to explain this to you if you couldn't see well or not at all. In other words, enacting The Golden Rule. If you follow The Golden Rule, you'll be able to write great alt-text.
- Write brief, succinct descriptions of the images you're describing.
- Write 1-2 sentences for most cases. One sentence is optimal. The exceptions would be highly-detailed flowcharts, infographics, images, or screenshots. In those cases, you may write a few more brief sentences but I wouldn't go past that.
- Don't start with intros "This image shows..." or "This is a picture of..." That's condescending. Just state what the image is. For example, if you have an image of a boy petting a German Shepherd. Just say "Boy pets German Shepherd."
- Don't write alt-text for decorative images. Only write alt-text for images that convey actual information.
But do tools allow for alt-text? Short answer is yes. Most tools out there have a way to easily put alt-text. If you need help, see the help documentation of the tool(s) you're using. (Some tools now automatically put in alt-text. But check your tools if they do that. Personally, I'd rather write alt-text instead of letting the tool do it for me.) Now, if the tool you're using doesn't have an easy way to add alt-text, check for workarounds.
Alt-text resources
To get more acquainted with writing alt-text, check out these links. The information in them will help you go a long way. These links have helped me whenever I need guidance on how to write alternative text.
Don't beat yourself up if you don't get alt-text principles right away. If we technical writers are honest, we're still learning on how to write good alt-text. Remember, it's not about you. It's about helping those who can't see well or can't see at all. If you're a visually impaired technical writer, we value your insights. We need your help on how better write alt-text. Like all forms of writing, crafting alt-text is a process and journey to become better at it. If you're brief, succinct, and you follow The Golden Rule, you're on the road to create crisp alt-text. If you continue to master the art of writing alt-text, you're capturing the essence of great writing.
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