Adding alternative text to images in Word documents is essential for screen reader users and for meeting accessibility compliance standards like WCAG. Manually writing descriptive alt text for every image can be time-consuming, especially in long documents with many visuals. Copilot in Word can analyze an image and generate a concise, accurate alt text description automatically. This article explains how to use Copilot to generate alt text, what prerequisites are needed, and how to refine the output for best results.
Key Takeaways: Generating Alt Text with Copilot in Word
- Copilot pane > Images tab > Generate alt text: Creates a description based on image content analysis.
- Right-click image > Edit Alt Text > Generate alt text with Copilot: Alternative method that opens the Alt Text pane with Copilot integration.
- Review and refine: Copilot output should be verified for accuracy and adjusted for context before finalizing.
What Copilot Alt Text Generation Does and What You Need
Copilot in Word uses Microsoft Graph and computer vision models to analyze the content of an image. It identifies objects, people, text, and scene elements, then produces a natural language description. The feature is designed to save time while helping authors meet accessibility guidelines.
Before you can use Copilot to generate alt text, you need the following:
- Microsoft 365 subscription: Copilot for Microsoft 365 license or Copilot Pro license. Free Copilot does not include Word integration.
- Word version: Word for Microsoft 365 on Windows, Mac, or Word for the web. Older perpetual versions do not support Copilot.
- Image format: JPEG, PNG, GIF, BMP, or WebP. SVG and EMF vector images are not supported.
- Internet connection: Copilot processes images on Microsoft servers. Offline mode is not available.
Steps to Generate Alt Text with Copilot in Word
There are two methods to start alt text generation. Both produce the same result. Use the one that fits your workflow.
Method 1: Using the Copilot Pane
- Open the Copilot pane
In Word, select the Copilot icon on the Home tab ribbon. The Copilot pane opens on the right side of the document. - Select the image
Click on the image you want to describe. The image must be selected for Copilot to know which object to analyze. - Switch to the Images tab
Inside the Copilot pane, locate the Images tab. It is usually next to the Compose and Chat tabs. The tab shows options for working with images. - Click Generate alt text
Select the Generate alt text button. Copilot analyzes the image and displays a description in the pane. The description is not automatically inserted into the document yet. - Insert or copy the alt text
Review the generated text. If it is acceptable, click the Insert button below the description. Copilot places the alt text into the Alt Text field of the image. You can also copy the text and paste it manually.
Method 2: Using the Alt Text Pane
- Right-click the image
Right-click on the image in your document. From the context menu, select Edit Alt Text. The Alt Text pane opens on the right. - Click Generate alt text with Copilot
In the Alt Text pane, find the button labeled Generate alt text with Copilot. It appears above the manual description box. Click it. - Wait for the analysis
Copilot processes the image. A loading indicator appears. After a few seconds, the generated alt text appears in the pane. - Mark as decorative if needed
If the image is purely decorative and does not convey information, select the Mark as decorative checkbox. Screen readers will skip this image.
Common Mistakes and Things to Avoid
Copilot generates a description that is too generic
Copilot may produce a description like “A person standing in a room” when the image shows a specific person in a meeting. Edit the generated text to add names, locations, and relevance to the document context. Alt text should describe the image’s purpose, not just its content.
Copilot returns an error about unsupported image format
Vector images and embedded objects like SmartArt or charts are not supported for automatic alt text. For these items, write alt text manually. Convert the object to a PNG or JPEG screenshot first if you want to use Copilot.
The generated alt text is too long
Screen reader users benefit from alt text that is 125 characters or fewer. If Copilot produces a long paragraph, trim it to the essential information. Use the manual edit box in the Alt Text pane to shorten the text.
Alt text is not saved after inserting
If you close the document without saving, the alt text is lost. Save the document after inserting alt text. Use Ctrl+S or the Save button on the Quick Access Toolbar.
Copilot Alt Text vs Manual Alt Text: Key Differences
| Item | Copilot-Generated Alt Text | Manually Written Alt Text |
|---|---|---|
| Speed | Generated in seconds | Requires minutes per image |
| Context awareness | Describes visible objects only | Can include document-specific purpose |
| Accuracy | May misinterpret complex scenes | User controls detail and correctness |
| Character limit | Often exceeds 125 characters | Can be kept short intentionally |
| Support for vector images | Not supported | Works with any image type |
If Copilot Still Has Issues After the Main Fix
Copilot pane does not show the Images tab
The Images tab appears only when an image is selected. If the tab is missing, ensure the image is clicked and selected. If it still does not appear, close and reopen the Copilot pane.
Generate alt text button is grayed out
This happens when the image is embedded as an object or is a vector graphic. Right-click the image and select Convert to Shape if possible, or use a screenshot tool to capture the image as a PNG file. Insert the new file and try again.
Copilot generates alt text in the wrong language
Copilot uses the document’s proofing language for alt text output. Go to Review > Language > Set Proofing Language and select the correct language. Regenerate the alt text after changing the language setting.
You can now generate alt text for images in Word using Copilot, saving time while improving document accessibility. After inserting alt text, run the Accessibility Checker from Review > Check Accessibility to verify that all images have proper descriptions. For the best results, always review and edit the generated text to match the image’s role in your content.