How to Create Accessible Image and Text Layouts for Screen Readers
Question details
The user needs to format documents so that images and adjacent text are read in the correct logical sequence by screen readers, avoiding visually complex layouts like tables.
- Product
- Word Processor
- Device & OS
- not provided
- Scenario
- Formatting a document to meet accessibility standards and provide an easy-reading experience for users relying on screen reading software.
- Observed behavior
- Screen readers require a linear reading path, meaning complex visual layouts, unanchored text boxes, or table-based formatting can disrupt the logical reading order.
Review your document's layout and ensure you have clear, descriptive alternative text ready for every essential image before making formatting adjustments.
Use Inline Images and Structured Document Text
The most reliable method for screen reader compatibility is to keep images inline with standard paragraph text and apply descriptive Alt Text.
Screen readers process content in a linear fashion. By keeping images 'In Line with Text', you ensure the software reads the image's description exactly where it appears in the text flow.
Avoid using tables purely for visual positioning, as screen readers read tables row-by-row and cell-by-cell, which may severely distort the intended narrative order.
Select the image in your document, click the text wrapping icon that appears nearby, and choose the 'In Line with Text' option.
Right-click the image, select 'Edit Alt Text' (or 'Picture...' then the Alt Text tab), and type a meaningful description of what the image conveys.
Type any accompanying detailed text in standard document paragraphs directly above or below the inline image, avoiding floating text boxes.
Combine Complex Visual Layouts into a Single Image
If a complex visual arrangement using images and text boxes is absolutely necessary, capture it as a single picture and provide comprehensive Alt Text.
Use WPS Writer to Build Screen-Reader Friendly Documents
WPS Writer provides straightforward tools to manage text flow, set image wrapping to inline, and add Alternative Text, making it simple to create accessible, structured documents for all readers.
- 1. Insert your image: Open your document in WPS Writer, go to the 'Insert' tab, and click 'Picture' to add your image.
- 2. Set text wrapping: Select the inserted image, click the 'Wrap Text' icon on the right, and choose 'In Line with Text'.
- 3. Add Alternative Text: Right-click the image, select 'Picture...', navigate to the 'Alt Text' tab, and enter your descriptive summary.
- 4. Structure your paragraphs: Use standard paragraph returns to place your descriptive text immediately below or above the image.
Frequently Asked Questions
Why shouldn't I use tables to position images and text side-by-side?
Screen readers are designed to navigate tables systematically, cell by cell and row by row. If you use a table purely to force a visual layout, the screen reader might read the content out of its logical narrative sequence, confusing visually impaired users.
Are text boxes accessible for screen readers?
Text boxes can be highly problematic. Depending on the screen reading software, floating text boxes may be read at the very end of the page, read out of order, or skipped entirely. Using standard inline text is the recommended accessibility practice.
What makes good Alternative Text (Alt Text)?
Effective Alt Text concisely describes the essential information and function of the image within the context of the document. It should not just say 'image of...' but rather convey the meaning. If an image is purely decorative, it should be noted as such.
Can screen readers read text that is part of an image?
No, standard screen readers cannot detect or read text that is visually embedded within an image file like a JPEG or PNG. Any text shown inside an image must be typed out in the document body or fully transcribed within the image's Alt Text.
