Formatting Issues

How to Fix Alt Text Not Working in Word, PowerPoint, and PDF

Jason Miller Oct 21, 2026 868 views

Question details

Users experience inconsistent screen reader behavior when reading Alt Text applied to images in Word and PowerPoint documents, specifically with NVDA or Immersive Reader.

How to Fix Alt Text Not Working in Word, PowerPoint, and PDF

Product: Microsoft Word, PowerPoint, PDF
Device & OS: not provided
Scenario: Creating accessible documents and converting them to PDF while retaining full screen reader compatibility.
Observed behavior: Alt Text is read inconsistently or skipped entirely by screen readers. Converting files by printing to PDF causes additional screen reader failures.

Before you start

Ensure your screen reader software is updated to the latest version and verify your Microsoft Office product version by navigating to File > Account so you can report any persistent bugs.

Solution 1Recommended

Save as PDF Instead of Printing to PDF

Using the 'Save As' feature preserves document structure and Alt Text tags for screen readers, unlike the 'Print to PDF' method.

When generating PDF files from Word or PowerPoint, the method chosen dramatically impacts accessibility. Printing to PDF acts as a virtual printer, effectively flattening the document and stripping away metadata, including Alt Text.

Open the Save As Menu

Click on 'File' in the top-left corner of Word or PowerPoint, then select 'Save As' from the left sidebar.

Select PDF Format

Choose your save location, then click the 'Save as type' dropdown menu and select 'PDF (*.pdf)'.

Enable Accessibility Tags

Click the 'Options' button in the save dialog box. Ensure the checkbox for 'Document structure tags for accessibility' is checked, then click 'OK' and save the file.

Accessibility Loss via Print: Never use 'Microsoft Print to PDF' if the document needs to be read by NVDA or Immersive Reader, as it will render the document completely inaccessible to screen readers.

Solution 2

Verify Alt Text Application and Content

Ensure Alt Text is applied correctly through the Picture Format menu and that all relevant text within the image is actively transcribed.

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Create Highly Compatible Documents with WPS Office

If you continue to experience formatting and conversion issues in Microsoft Office, try WPS Office. It is a free, lightweight suite that fully supports Microsoft Word, PowerPoint, and Excel formats while offering highly reliable, built-in PDF conversion tools.

1. Download WPS Office: Visit the official WPS website to download and install the free WPS Office suite.
2. Open Your Document: Launch WPS Writer or WPS Presentation and open your existing .docx or .pptx files directly.
3. Export to PDF: Go to the 'Menu', select 'Export to PDF', and ensure your structural elements are preserved during the conversion.

Fully compatible with Microsoft Word (.docx), PowerPoint (.pptx), and standard PDF formats.Built-in PDF conversion preserves document layout and structural integrity perfectly.Familiar user interface makes migration from Microsoft Office seamless and intuitive.Free and lightweight, requiring minimal system resources to run smoothly.

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Frequently Asked Questions

Why does my screen reader announce 'Image' but read no Alt Text?

This typically happens if the Alt Text field is left blank, if the 'Mark as decorative' option is toggled, or if the document was converted to PDF using the 'Print to PDF' method which strips away accessibility tags.

How do I find my Microsoft Office version to report an Alt Text bug?

Open any Microsoft Office application like Word or PowerPoint, click on 'File' in the top-left corner, and select 'Account' at the bottom left. Your product version, build number, and update channel will be displayed under 'Product Information'.

Does checking 'Mark as decorative' hide the image from NVDA?

Yes, checking the 'Mark as decorative' box in the Alt Text pane specifically instructs screen readers like NVDA and Immersive Reader to ignore the image, assuming it adds no essential information to the context of the document.

Document & File Issues