How to Review All Alt Text Entries at Once in Word Documents
Question details
The user wants a method to view or extract all alternative text descriptions for images, shapes, and charts in a Word document simultaneously to save time during accessibility reviews.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Performing a document accessibility check where numerous objects require their alternative text to be reviewed for accuracy.
- Observed behavior
- Word 2016 and later versions lack a built-in centralized window to list all Alt Text entries, forcing the user to manually click through and inspect each object one by one.
Before running any VBA macro to extract Alt Text, ensure you have saved a backup copy of your Word document to prevent unintended changes to your original file.
Use a VBA Macro to Extract and Review Alt Text
Since Word lacks a native list view for Alt Text, executing a VBA macro is the most effective workaround to pull all alternative text descriptions into a single, reviewable list.
A Visual Basic for Applications (VBA) macro can be programmed to loop through every inline shape, floating shape, and chart within your document. It then extracts the associated Alt Text and outputs it into a new document or message box. Always ensure you source your macro code from trusted Microsoft developer forums or verified technical communities.
Open your Word document and press the 'Alt + F11' keys simultaneously to launch the Microsoft Visual Basic for Applications window.
In the VBA Editor, click on 'Insert' in the top menu bar and select 'Module' to create a blank workspace for your code.
Copy a trusted VBA script designed for extracting Alt Text and paste it into the new module window.
Press the 'F5' key or click the green 'Run' button in the toolbar to execute the script. The macro will process your document and output the Alt Text entries based on the script's instructions.
Try WPS Office for Seamless Document Editing
If you find yourself frequently relying on complex VBA macros to bypass missing native features in Microsoft Word, consider switching to WPS Office. It provides a lightweight, user-friendly, and highly compatible environment for managing documents, including intuitive tools for adding alternative text to accessibility objects.
- 1. Download WPS Office: Visit the official WPS Office website and click the free download button for your operating system.
- 2. Install the Software: Run the downloaded installer file and follow the straightforward on-screen instructions to complete the setup.
- 3. Open Your Documents: Launch WPS Writer and seamlessly open your existing Word documents to continue editing with full compatibility.
Frequently Asked Questions
Why can't I see all Alt Text entries at once natively in Word?
Microsoft Word's user interface is currently designed to manage object properties individually. It does not feature a centralized dashboard or list view specifically for alternative text, meaning you must inspect objects one by one unless you use a custom script.
Are VBA macros safe to use for extracting text?
Yes, VBA macros are generally safe if the code is sourced from verified developers, official Microsoft documentation, or reputable programming forums like Stack Overflow. You should avoid running obfuscated or unverified scripts from unknown websites.
How do I manually add Alt Text to a single image in Word?
To manually add or edit Alt Text, simply right-click the image or object in your document, select 'Edit Alt Text' from the context menu, and enter your descriptive text into the pane that opens on the right side of the screen.
Can I check my document for missing Alt Text without a macro?
Yes, you can use Word's built-in Accessibility Checker. Navigate to the 'Review' tab and click 'Check Accessibility'. This tool will scan your document and display a list of all images and objects that are currently missing alternative text.
