{"id":63,"date":"2025-01-08T09:41:55","date_gmt":"2025-01-08T09:41:55","guid":{"rendered":"https:\/\/www.1-hit.com\/blog\/?p=63"},"modified":"2025-03-20T16:33:47","modified_gmt":"2025-03-20T16:33:47","slug":"better-pdfs-for-everyone-a-guide-to-adding-alt-text-for-accessibility","status":"publish","type":"post","link":"https:\/\/www.1-hit.com\/blog\/better-pdfs-for-everyone-a-guide-to-adding-alt-text-for-accessibility\/","title":{"rendered":"Better PDFs for Everyone: A Guide to Adding Alt Text for Accessibility"},"content":{"rendered":"\n

Introduction: Let\u2019s Make PDFs Awesome for Everyone!<\/strong><\/p>\n\n\n\n

Hey there! Have you ever opened a PDF, seen a cool image, graph, or chart, and thought, \u201cWow, that\u2019s useful!\u201d<\/em>? Now imagine you can\u2019t actually see that image\u2014maybe you rely on a screen reader or have trouble processing visual content. Suddenly, that helpful graphic is just\u2026 invisible<\/em>. Not cool, right?<\/p>\n\n\n\n

That\u2019s where alt text<\/strong> (a.k.a. alternative text) comes in. It\u2019s like a secret superpower that makes PDFs more inclusive for everyone, especially people with visual impairments. With the right alt text, a screen reader can describe<\/strong> an image, turning what would have been an empty space into useful, meaningful information<\/strong>. Think of it as giving images a voice!<\/p>\n\n\n\n

Why Should We Care About Accessible PDFs?<\/strong><\/p>\n\n\n\n

Accessibility isn\u2019t just a nice-to-have<\/strong>\u2014it\u2019s a must-have<\/strong>. The digital world is where we read, work, learn, and connect, so everyone<\/strong> deserves equal access to information. Plus, accessibility isn\u2019t just about being kind (though that\u2019s important!); it\u2019s also a legal requirement<\/strong> in many places (hello, ADA and WCAG!). If you\u2019re making PDFs for work, school, or public use, ensuring accessibility is just the right thing to do<\/strong>\u2014and it helps everyone<\/strong>, not just those with disabilities.<\/p>\n\n\n\n

What\u2019s in This Guide?<\/strong><\/p>\n\n\n\n

In this fun and practical guide, we\u2019re going to break down everything you need to know<\/strong> about adding alt text to PDFs. We\u2019ll cover:
\u2705 What alt text is and why it matters<\/strong>
\u2705 How to write great alt text (without overcomplicating it!)<\/strong>
\u2705 Step-by-step instructions for different PDF tools<\/strong>
\u2705 How to check if your PDFs are truly accessible<\/strong><\/p>\n\n\n\n

So buckle up\u2014we\u2019re about to make PDFs better for everyone<\/strong>! \ud83d\ude80<\/p>\n\n\n\n

Alt Text: Giving Images a Voice!<\/strong><\/p>\n\n\n\n

Alright, let\u2019s get real\u2014images are everywhere in PDFs. From fancy infographics to essential charts, visuals make content richer and more engaging. But what happens when someone can\u2019t see them? That\u2019s where alt text<\/strong> comes in, and trust me, it\u2019s a total game-changer.<\/p>\n\n\n\n

So, What Exactly is Alt Text?<\/strong><\/p>\n\n\n\n

Alt text (short for alternative text<\/strong>) is like a mini description<\/strong> for an image. It tells screen readers what\u2019s there, so people who can\u2019t see the image can still understand its meaning. Think of it as a tiny storyteller<\/strong> that paints a picture with words.<\/p>\n\n\n\n

For example:
\ud83d\uddbc Image of a cat sleeping on a laptop<\/strong>
\ud83d\udce2 Alt text:<\/strong> \u201cA fluffy orange cat naps on a laptop keyboard, completely ignoring an open document.\u201d<\/p>\n\n\n\n

See? Short, sweet, and to the point!<\/strong> Alt text ensures that no one misses out on important information just because they can\u2019t see an image.<\/p>\n\n\n\n

Who Actually Benefits from Alt Text? (Spoiler: A Lot of People!)<\/strong><\/p>\n\n\n\n

While alt text is essential<\/strong> for people who are blind or visually impaired, it actually helps a wide range of users<\/strong>, including:<\/p>\n\n\n\n

\ud83d\udd39 People with cognitive disabilities<\/strong> \u2013 A well-written description can make complex visuals easier to understand.
\ud83d\udd39 Those using slow internet connections<\/strong> \u2013 If an image doesn\u2019t load, alt text still conveys its message.
\ud83d\udd39 Anyone using voice-controlled tech<\/strong> \u2013 Ever asked Siri or Alexa to read a webpage? Alt text makes that experience way smoother.
\ud83d\udd39 Search engines<\/strong> \u2013 Yep, even Google loves alt text! It helps make your PDFs more searchable.<\/p>\n\n\n\n

What Happens When There\u2019s No Alt Text (or It\u2019s Terrible)?<\/strong><\/p>\n\n\n\n

Imagine listening to an audiobook where the narrator suddenly says, “Image. Graphic. Picture.”<\/em> and then moves on. That\u2019s what a screen reader does when alt text is missing!<\/strong> It\u2019s frustrating, confusing, and leaves out key information.<\/p>\n\n\n\n

And let\u2019s talk about bad alt text<\/strong> for a second. If a chart explaining sales trends just says “Graph,”<\/em> that\u2019s not helpful! Users need to know what\u2019s in the graph<\/strong>\u2014otherwise, they\u2019re left in the dark.<\/p>\n\n\n\n

The Legal & Ethical Side of Things<\/strong><\/p>\n\n\n\n

Not to be dramatic, but ignoring accessibility is kind of a big deal<\/strong>. Laws like the Americans with Disabilities Act (ADA)<\/strong> and Web Content Accessibility Guidelines (WCAG)<\/strong> require digital content to be inclusive. Failing to add alt text could mean legal trouble<\/strong>, and honestly, who wants that?<\/p>\n\n\n\n

But beyond the rules, it\u2019s just the right thing to do<\/strong>. The internet should be for everyone<\/strong>, and adding alt text is one simple way to make that happen.<\/p>\n\n\n\n

Bottom Line? Alt Text Matters!<\/strong><\/p>\n\n\n\n

It\u2019s small but mighty, and adding it to PDFs ensures that no one gets left behind<\/strong>. Next up, let\u2019s talk about which images need alt text and which ones don\u2019t!<\/strong> \ud83d\ude80<\/p>\n\n\n\n

What Needs Alt Text? (And What Doesn\u2019t!)<\/strong><\/p>\n\n\n\n

Alright, now that we know why<\/strong> alt text is a big deal, let\u2019s dive into the what<\/strong>\u2014as in, what types of images in PDFs actually need alt text?<\/strong> Spoiler: Not everything does! But if you\u2019re unsure, don\u2019t worry\u2014I\u2019ve got your back. Let\u2019s break it down.<\/p>\n\n\n\n

1\ufe0f<\/strong>\u20e3<\/strong> Images That Actually Mean Something (A.K.A. \u201cThe Must-Haves\u201d)<\/strong><\/p>\n\n\n\n

If an image adds important<\/strong> information that helps people understand your content, it needs<\/strong> alt text. Simple as that!<\/p>\n\n\n\n

\ud83d\udcf8<\/strong> Photographs & Illustrations<\/strong><\/p>\n\n\n\n

These can be super useful, especially in educational materials, reports, and guides<\/strong>. But a picture is only worth a thousand words if<\/em> those words are available to everyone!<\/p>\n\n\n\n

\ud83d\udeab Bad alt text:<\/strong> \u201cPicture of a doctor.\u201d
\u2705 Better alt text:<\/strong> \u201cA female doctor wearing a w1-Hite coat and stethoscope, holding a clipboard in a hospital hallway.\u201d<\/p>\n\n\n\n

See the difference? The second one actually describes the scene<\/strong>, making it meaningful!<\/p>\n\n\n\n

\ud83d\udee0<\/strong> Logos & Branding<\/strong><\/p>\n\n\n\n

Company logos and branding elements also need alt text<\/strong> because they help users recognize businesses, organizations, and credibility.<\/p>\n\n\n\n

\u2705 Example: \u201cHSBC Holdings logo, red and w1-Hite hexagonal design.\u201d<\/p>\n\n\n\n

2\ufe0f<\/strong>\u20e3<\/strong> Charts & Graphs: The Tricky Ones <\/strong>\ud83d\udcca<\/strong><\/strong><\/p>\n\n\n\n

Okay, let\u2019s be honest\u2014charts and graphs can be tough<\/strong> to describe. But they must<\/strong> be accessible because they often contain key data<\/strong>. A simple \u201cBar graph\u201d won\u2019t cut it!<\/p>\n\n\n\n

How to Handle It?<\/strong><\/p>\n\n\n\n

\ud83d\udc49 If the chart is simple<\/strong>, describe the key takeaway in alt text:
\u2705 \u201cBar chart showing company sales growth from 2020 to 2024, increasing from $1M to $5M.\u201d<\/em><\/p>\n\n\n\n

\ud83d\udc49 If it\u2019s complex<\/strong>, provide a summary<\/strong> in the alt text and link to a detailed explanation in the document itself.
\u2705 \u201cPie chart of global smartphone market share in 2024. See Table 2 for detailed data breakdown.\u201d<\/em><\/p>\n\n\n\n

3\ufe0f<\/strong>\u20e3<\/strong> Infographics & Complex Visuals <\/strong>\ud83c\udfa8<\/strong><\/strong><\/p>\n\n\n\n

Infographics combine text and visuals<\/strong>, so they can be extra challenging<\/strong>. Instead of cramming a novel into alt text, try this:<\/p>\n\n\n\n

\u2705 Brief alt text:<\/strong> \u201cInfographic showing five key steps of a marketing strategy.\u201d
\u2705 Detailed description elsewhere:<\/strong> Add a text summary below the infographic<\/strong> for full accessibility.<\/p>\n\n\n\n

4\ufe0f<\/strong>\u20e3<\/strong> Decorative Images: The \u201cSkip These\u201d Club <\/strong>\ud83d\udeab<\/strong><\/strong><\/p>\n\n\n\n

Not all images need alt text! If an image is purely decorative<\/strong> (think: background patterns, ornamental flourishes, or stock photos that don\u2019t add meaning), it\u2019s better to mark them as decorative<\/strong> rather than adding useless alt text like “Fancy swirl design.”<\/em><\/p>\n\n\n\n

\u2705 Best practice:<\/strong> Mark decorative images as \u201cartifact\u201d<\/strong> in PDF tools, so screen readers ignore them<\/strong> instead of reading pointless descriptions.<\/p>\n\n\n\n

Bottom Line? If It\u2019s Important, Describe It!<\/strong><\/p>\n\n\n\n

If an image helps convey meaning, data, or context<\/strong>, give it useful<\/strong> alt text. If it\u2019s just there for decoration, skip it<\/strong>. And now that we know what needs alt text, let\u2019s talk about how to write it well<\/strong>! \ud83d\ude80<\/p>\n\n\n\n

How to Write Alt Text That Actually Helps (And Doesn\u2019t Annoy People!)<\/strong><\/p>\n\n\n\n

Alright, so now we know which images need alt text<\/strong>\u2014but how do we actually write good<\/strong> alt text? \ud83e\udd14 Do we go all Shakespearean and describe every tiny detail? (“A majestic golden retriever, bathed in the warm glow of the afternoon sun, gazes wistfully at a half-eaten peanut butter sandwich\u2026”<\/em>)<\/p>\n\n\n\n

Nope! Let\u2019s keep it simple, clear, and actually useful<\/strong>.<\/p>\n\n\n\n

1\ufe0f<\/strong>\u20e3<\/strong> The Golden Rules of Great Alt Text <\/strong>\u2728<\/strong><\/strong><\/p>\n\n\n\n

\ud83c\udfaf Be Clear & Concise<\/strong> \u2013 Think about what\u2019s important<\/strong> in the image. Describe it in a way that gives users the same key takeaway<\/strong> they\u2019d get if they could see it.<\/p>\n\n\n\n

\ud83c\udfaf Stick to the Facts<\/strong> \u2013 Alt text isn\u2019t storytelling; it\u2019s about conveying information<\/strong>. Focus on what matters<\/strong> rather than adding unnecessary fluff.<\/p>\n\n\n\n

\ud83c\udfaf Keep It Short (But Not Too Short)<\/strong> \u2013 The best alt text is just enough<\/strong> to be useful, but not so long that it\u2019s overwhelming<\/strong>. A good rule of thumb? Aim for 1-2 sentences.<\/strong><\/p>\n\n\n\n

\u2705 Example:<\/strong>
\ud83d\uddbc Image of a person working on a laptop<\/em>
\ud83d\udce2 Alt text:<\/strong> \u201cA young woman typing on a laptop at a caf\u00e9, with a notebook and coffee beside her.\u201d<\/p>\n\n\n\n

\ud83d\udeab Bad Alt Text:<\/strong> \u201cA person.\u201d (Too vague!)
\ud83d\udeab Also Bad:<\/strong> \u201cA young woman with brown hair wearing a blue sweater is typing on a silver MacBook while sitting at a wooden table in a caf\u00e9 with large windows, a hanging plant, and a barista in the background.\u201d (Too much!)<\/p>\n\n\n\n

2\ufe0f<\/strong>\u20e3<\/strong> How Much Detail Is Enough? \ud83e\udd37\u200d\u2640\ufe0f<\/strong><\/p>\n\n\n\n

It depends on the purpose of the image<\/strong>!<\/p>\n\n\n\n

\ud83d\udd39 For simple images:<\/strong> Just describe the key detail.
\ud83d\udd39 For data-heavy visuals (like charts\/graphs):<\/strong> Give a short summary and refer users to a detailed description elsewhere<\/strong>.
\ud83d\udd39 For infographics:<\/strong> Summarize the key points in the alt text and provide a full explanation in the document itself<\/strong>.<\/p>\n\n\n\n

\u2705 Example (Graph Showing Sales Growth)<\/strong>
\ud83d\udce2 Alt text:<\/strong> \u201cLine graph showing sales growth from 2020 to 2024, increasing from $1M to $5M. See text for details.\u201d<\/p>\n\n\n\n

3\ufe0f<\/strong>\u20e3<\/strong> Common Mistakes to Avoid <\/strong>\ud83d\udea8<\/strong><\/strong><\/p>\n\n\n\n

\ud83d\udd34 Being Too Vague<\/strong> \u2013 Saying \u201cImage of a chart\u201d<\/em> tells users nothing<\/strong>. Describe what<\/strong> the chart is about!<\/p>\n\n\n\n

\ud83d\udd34 Being Too Wordy<\/strong> \u2013 If it takes more than two sentences<\/strong>, consider adding a full description in the document instead<\/strong>.<\/p>\n\n\n\n

\ud83d\udd34 Repeating What\u2019s Already in the Text<\/strong> \u2013 If the surrounding text already explains the image<\/strong>, don\u2019t write alt text that just repeats it.<\/p>\n\n\n\n

4\ufe0f<\/strong>\u20e3<\/strong> Alt Text vs. Captions: What\u2019s the Difference? \ud83e\udd14<\/strong><\/p>\n\n\n\n

\u2753 Wait\u2026 if my image has a caption, do I still need alt text?<\/strong>
\ud83d\udca1 Yes!<\/strong> Captions are visible<\/strong> to all users, while alt text is only read by screen readers<\/strong>.<\/p>\n\n\n\n

Key difference:<\/strong>
\u2705 Alt text<\/strong> is for users who can\u2019t see the image<\/strong>.
\u2705 Captions<\/strong> are for everyone<\/strong> and often provide extra context<\/strong>.<\/p>\n\n\n\n

\ud83d\udd39 Example:<\/strong>
\ud83d\uddbc Photo of a team high-fiving after a presentation<\/em>
\ud83d\udce2 Alt text:<\/strong> \u201cFour colleagues high-five in a conference room after a successful presentation.\u201d
\ud83d\udcdc Caption:<\/strong> \u201cTeamwork makes the dream work! Our marketing team celebrates a big win.\u201d<\/p>\n\n\n\n

See how both<\/strong> add value in different ways? That\u2019s the goal!<\/p>\n\n\n\n

Bottom Line? Keep It Useful & Keep It Simple!<\/strong><\/p>\n\n\n\n

Alt text should be helpful, clear, and to the point<\/strong>. If you wouldn\u2019t say it out loud to describe the image, you probably don\u2019t need it in the alt text.<\/p>\n\n\n\n

Next up\u2014how to actually add alt text<\/strong> in different PDF tools! \ud83d\ude80<\/p>\n\n\n\n

Tools to Add Alt Text: Making PDFs Accessible Like a Pro! <\/strong>\ud83d\ude80<\/strong><\/strong><\/p>\n\n\n\n

Now that we know what<\/strong> alt text is and how<\/strong> to write it well, the next big question is: How do we actually add it to PDFs?<\/strong> \ud83e\udd14<\/p>\n\n\n\n

Good news\u2014you don\u2019t need to be a tech genius to do this! There are some easy-to-use tools<\/strong> that help you add alt text and make your PDFs 100% accessibility-approved<\/strong>. Let\u2019s check them out!<\/p>\n\n\n\n

1\ufe0f<\/strong>\u20e3<\/strong> Adobe Acrobat: The Alt Text Powerhouse <\/strong>\ud83d\udd25<\/strong><\/strong><\/p>\n\n\n\n

Adobe Acrobat is the go-to tool<\/strong> for editing PDFs, and it comes with built-in accessibility features<\/strong> to make adding alt text a breeze.<\/p>\n\n\n\n

How to Add Alt Text in Adobe Acrobat Pro:<\/strong><\/p>\n\n\n\n

1\ufe0f\u20e3 Open your PDF in Adobe Acrobat Pro<\/strong> (not the free version, sorry!).
2\ufe0f\u20e3 Go to Tools<\/strong> \u2192 Accessibility<\/strong> \u2192 Set Alternate Text<\/strong>.
3\ufe0f\u20e3 Acrobat will scan your document and highlight images that need alt text.
4\ufe0f\u20e3 Click on each image and type your alt text in the box.
5\ufe0f\u20e3 1-Hit Save<\/strong>, and boom\u2014your PDF is now more inclusive! \ud83c\udf89<\/p>\n\n\n\n

\ud83d\udca1 Pro Tip:<\/strong> Use the Accessibility Checker<\/strong> to scan your PDF for missing alt text and other accessibility issues.<\/p>\n\n\n\n

2\ufe0f<\/strong>\u20e3<\/strong> Microsoft Word & PowerPoint: Accessibility Starts Before the PDF!<\/strong><\/p>\n\n\n\n

Did you know you can add alt text before even converting a file to PDF?<\/strong> If you\u2019re making a document in Microsoft Word or PowerPoint<\/strong>, adding alt text there will carry over<\/strong> when you export it as a PDF.<\/p>\n\n\n\n

How to Add Alt Text in Word & PowerPoint:<\/strong><\/p>\n\n\n\n

1\ufe0f\u20e3 Right-click the image \u2192 Select “Edit Alt Text”<\/strong>.
2\ufe0f\u20e3 Type your description in the alt text box.
3\ufe0f\u20e3 Click Close<\/strong>, and you\u2019re all set!<\/p>\n\n\n\n

How to Keep Alt Text When Exporting to PDF:<\/strong><\/p>\n\n\n\n

1\ufe0f\u20e3 Go to File<\/strong> \u2192 Save As<\/strong> \u2192 Choose PDF<\/strong>.
2\ufe0f\u20e3 Click Options<\/strong> and check the box for “Document structure tags for accessibility.”<\/strong>
3\ufe0f\u20e3 Save your file, and your alt text stays intact! \u2705<\/p>\n\n\n\n

\ud83d\udca1 Pro Tip:<\/strong> Always check your exported PDF<\/strong> with a screen reader to make sure the alt text transferred correctly.<\/p>\n\n\n\n

3\ufe0f<\/strong>\u20e3<\/strong> Other PDF Editors with Accessibility Tools <\/strong>\ud83d\udcc2<\/strong><\/strong><\/p>\n\n\n\n

If you\u2019re not using Adobe Acrobat, don\u2019t worry! Other PDF editors also let you add alt text. Some good options include:<\/p>\n\n\n\n

\ud83d\udfe2 Foxit PDF Editor<\/strong> \u2013 Has a built-in accessibility tool similar to Adobe.
\ud83d\udfe2 Nitro PDF<\/strong> \u2013 Lets you add alt text manually.
\ud83d\udfe2 PDF-XChange Editor<\/strong> \u2013 Offers a tagging system for accessibility.<\/p>\n\n\n\n

Each of these tools works a little differently, but the key steps are finding the alt text option<\/strong> and typing in a meaningful description<\/strong>.<\/p>\n\n\n\n

4\ufe0f<\/strong>\u20e3<\/strong> Automated Tools vs. Manual Alt Text Entry \ud83e\udd16 vs. <\/strong>\u270d\ufe0f<\/strong><\/strong><\/p>\n\n\n\n

\u26a1 Automated Tools<\/strong>: Some software (like AI-based tools) tries to guess<\/strong> what an image is and generate alt text automatically. Sounds cool, but\u2026 they\u2019re not always accurate<\/strong>.<\/p>\n\n\n\n

\u274c Example:
\ud83d\uddbc Image of a cat on a laptop<\/em>
\ud83e\udd16 AI-Generated Alt Text: “A device with buttons and a screen.”<\/em> (Umm\u2026 what?)<\/p>\n\n\n\n

\u2705 Manual Entry is Best!<\/strong> Writing your own alt text ensures it\u2019s actually useful and accurate<\/strong>. No random, vague descriptions here!<\/p>\n\n\n\n

Bottom Line? Use the Right Tool & Keep It Simple!<\/strong><\/p>\n\n\n\n

\ud83d\udd39 Adobe Acrobat Pro<\/strong> is the most powerful option.
\ud83d\udd39 Microsoft Word & PowerPoint<\/strong> let you add alt text before exporting to PDF.
\ud83d\udd39 Other PDF editors<\/strong> work too\u2014just look for the alt text settings!
\ud83d\udd39 Manual alt text is always better than relying on AI.<\/strong><\/p>\n\n\n\n

Now that you know where to add alt text, let\u2019s move on to step-by-step instructions for different software! <\/strong>\ud83d\ude80<\/strong><\/p>\n\n\n\n

Step-by-Step: Adding Alt Text in Different Software <\/strong>\ud83d\udee0<\/strong>\ufe0f<\/strong><\/p>\n\n\n\n

Alright, we\u2019ve covered why<\/strong> alt text matters and where<\/strong> to add it\u2014now let\u2019s get into the how<\/strong> with a step-by-step guide! Whether you\u2019re using Adobe Acrobat, Microsoft Word, Google Docs, or other PDF editors<\/strong>, this section has you covered.<\/p>\n\n\n\n

1\ufe0f<\/strong>\u20e3<\/strong> Adobe Acrobat Pro: The Gold Standard for PDF Accessibility <\/strong>\ud83d\udc51<\/strong><\/strong><\/p>\n\n\n\n

If you\u2019re working with a finished PDF, Adobe Acrobat Pro<\/strong> (not the free version!) is the best tool to add or edit alt text. Here\u2019s how:<\/p>\n\n\n\n

How to Add Alt Text in Adobe Acrobat Pro:<\/strong><\/p>\n\n\n\n

1\ufe0f\u20e3 Open your PDF<\/strong> in Adobe Acrobat Pro<\/strong>.
2\ufe0f\u20e3 Click on Tools<\/strong> \u2192 Select Accessibility<\/strong>.
3\ufe0f\u20e3 Click Set Alternate Text<\/strong> \u2192 Acrobat will scan your document.
4\ufe0f\u20e3 A window will pop up, showing images one by one.
5\ufe0f\u20e3 Type in a meaningful alt text description<\/strong> for each image.
6\ufe0f\u20e3 Click Save & Close<\/strong>\u2014boom! Your PDF is now way more accessible. \ud83c\udf89<\/p>\n\n\n\n

\ud83d\udca1 Pro Tip:<\/strong> Want to double-check? Use Accessibility Check<\/strong> (under the same Accessibility tool) to scan for missing alt text<\/strong> and other issues.<\/p>\n\n\n\n

2\ufe0f<\/strong>\u20e3<\/strong> Microsoft Word to PDF: Start with Accessibility! <\/strong>\ud83d\udcdd<\/strong> \u2192 <\/strong>\ud83d\udcc4<\/strong><\/strong><\/p>\n\n\n\n

If you\u2019re creating a document in Word, adding alt text before<\/strong> converting to PDF makes life much easier.<\/p>\n\n\n\n

How to Add Alt Text in Microsoft Word:<\/strong><\/p>\n\n\n\n

1\ufe0f\u20e3 Right-click the image<\/strong> \u2192 Select Edit Alt Text<\/strong>.
2\ufe0f\u20e3 Type a clear, concise description<\/strong> in the alt text box.
3\ufe0f\u20e3 Done!<\/strong> Repeat for all important images.<\/p>\n\n\n\n

How to Keep Alt Text When Exporting to PDF:<\/strong><\/p>\n\n\n\n

1\ufe0f\u20e3 Click File<\/strong> \u2192 Save As<\/strong> \u2192 Choose PDF<\/strong>.
2\ufe0f\u20e3 Click Options<\/strong> and check the box for “Document structure tags for accessibility.”<\/strong>
3\ufe0f\u20e3 1-Hit Save<\/strong>, and your alt text carries over! \u2705<\/p>\n\n\n\n

\ud83d\udca1 Pro Tip:<\/strong> After conversion, open the PDF in Acrobat and run Accessibility Check<\/strong> to make sure nothing got lost in translation.<\/p>\n\n\n\n

3\ufe0f<\/strong>\u20e3<\/strong> Google Docs to PDF: The Tricky One \ud83e\udd14<\/strong><\/p>\n\n\n\n

Google Docs is great, but\u2026 it doesn\u2019t always preserve alt text when converting to PDF<\/strong>. Here\u2019s a workaround:<\/p>\n\n\n\n

How to Add Alt Text in Google Docs:<\/strong><\/p>\n\n\n\n

1\ufe0f\u20e3 Right-click the image<\/strong> \u2192 Select Alt text<\/strong>.
2\ufe0f\u20e3 Type a clear description.
3\ufe0f\u20e3 When downloading as a PDF, alt text might not transfer!<\/strong><\/p>\n\n\n\n

\ud83d\udca1 The Workaround:<\/strong> Instead of downloading directly from Google Docs, export the document as a Word file first<\/strong>, then save it as a PDF from Word. This keeps the alt text intact!<\/p>\n\n\n\n

4\ufe0f<\/strong>\u20e3<\/strong> Alternative Tools: Foxit, Nitro, & More <\/strong>\ud83d\udee0<\/strong>\ufe0f<\/strong><\/p>\n\n\n\n

Not using Adobe? No problem! Many other PDF editors also support alt text:<\/p>\n\n\n\n

\ud83d\udd39 Foxit PDF Editor:<\/strong><\/p>\n\n\n\n