Use a screen reader to insert a picture or image in Word 2016

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

This article is for people who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Office Support home.

Use Word 2016 with your keyboard and JAWS or Narrator, the built-in Windows screen reader, to insert a picture or image. You can also add alt text to help make the picture more accessible.

Notes: 

In this topic

Insert an image or picture from your computer

  1. In your document, select the location where you want to insert an image.

  2. Open the Insert Picture dialog box by pressing Alt+N, P.

  3. Browse to the location of the picture on your computer, select the picture, and then press Enter. The original picture is embedded in your document.

    Important: To be read correctly by a screen reader, the picture has to be inline with the text.

  4. By default, Word 2016 inserts a picture inline with text. However, other versions such as mobile or Word 2016 for Mac do not.

    To make sure that the picture is inline with the document text, select the picture, then press Alt+JP to open the Picture Format ribbon.

  5. Press PO, and then press Enter. This opens the Position button and then selects Inline with text.

    Tips: 

    • If your picture has a large file size and makes your document too large, you can reduce the size of your document by linking to the picture instead of embedding it.

    • In the Insert Picture dialog box, tab to the Insert button, press the Down Arrow key to access the dropdown menu, and then select Link to File.

Insert an image from an online source

You can insert a picture from a web location.

  1. In your document, select the location where you want to insert an image.

  2. To open the Insert Pictures dialog box and search for images online, press Alt+N, F to open the Bing Image Search box

  3. In the Search Bing box which is already selected, type a word or phrase that describes the picture you're looking for, and then press Enter.

  4. Press Alt+Right Arrow key or Alt+Left Arrow key to move through the search results. (In Narrator, just press the arrow keys.) Word 2016 describes each image as it’s selected

  5. To insert a selected image, press Alt+Enter. (In Narrator, just press Enter.) Word 2016 downloads and inserts the image into your document.

    Tip: For more sources of online images, from the Insert Pictures dialog box, sign in to browse your personal accounts such as OneDrive, Facebook, or Flickr.

Add alt text to an image

After you insert the picture in your document, you can add alt text to help make your document as accessible as possible.

  1. In your document, select the picture that you want to add alt text to.

  2. To open the Format tab of Picture tools, press Alt+JP, then press the Tab key until you reach the Format Object button. Press Enter to open the Format Picture pane. You'll hear "Shadow", the first option. Narrator does not say the name of the pane.

    Note: If you don't hear "Shadow", keyboard navigation might have placed your focus in a different area. Press F6 until you hear "Shadow".

  3. In the Format Picture pane (after you hear "Shadow"), press Shift+Tab to go to the tool options menu. You'll hear the name of one of these options read aloud:

    • Effects

    • Layout and properties

    • Picture

    • Fill and Line

  4. To move to the Layout and Properties button, press the Right Arrow until you hear the name of the button. Then press the Tab key to move to Text Box, the first option on the menu.

  5. To move to the Alt Text option, press the Tab key again, then press Down Arrow to move to the Title box.

  6. Type the title of the Alt text for the image. Alt text should describe the action or intent of the image, not its appearance.

  7. Press Down Arrow again to move to the Description box, and type a description.

  8. When you finish typing the title and description, press ESC to return to the body of the document.

See also

Use a screen reader to insert a hyperlink in Word 2016

Use a screen reader to align text and paragraphs in Word 2016

Keyboard shortcuts for Microsoft Word on Windows

Basic tasks using a screen reader with Word

Set up your device to work with accessibility in Office 365

Learn how to navigate Word using accessible features

Use Word 2016 for Mac with your keyboard and VoiceOver, the built-in Mac OS screen reader, to insert a picture or image. You can also add alternative text to help make the picture more accessible.

Notes: 

In this topic

Insert an image or picture from your computer

  1. In Word 2016 for Mac, place the cursor where you want to insert a picture.

  2. To go to the menu bar, press Control+Option+M. You hear: “Menu bar Apple.”

  3. Press the Right arrow key until you hear: "Insert." Then press the Down arrow key until you hear: "Pictures, submenu." To expand the Pictures submenu, press Control+Option+Spacebar.

  4. Press the Down arrow key until you hear: "Picture from File." To select, press Spacebar.

  5. The Picture from File dialog opens. To browse to the location where the picture is saved, press Tab until you hear: “Sidebar table.”

    Note: To open the Sidebar, press Tab until you hear "Show Sidebar button" and then press Spacebar.

    The focus moves to the list of favorite locations, such as All My Files or Documents. VoiceOver announces the locations as you move.

  6. When on the correct location, press Tab. Then use the Up or Down arrow keys to browse to the subfolder or file you want. To enter a subfolder, press the Right arrow key.

  7. When the correct file is selected, to insert the picture, press Enter or Control+Option+Spacebar. The picture is inserted in the document.

Insert an image from an online source

Searching for and inserting clip art or pictures from other online sources directly from Word 2016 for Mac isn't currently supported in Word 2016 for Mac. However, you can still add an online picture to your document by searching for the picture online, saving a local copy, and then inserting the local copy in the document.

  1. Using a web browser, go to www.bing.com. The focus moves to the Bing Search box.

  2. In the Search box, enter a keyword for the type of image you're looking for and then press Enter.

  3. To filter the search results to images only, in your Bing search results, press Option+Tab to navigate to the Images tab. To select, press Enter.

    Note: In the License filter, you can filter search results to All Creative Commons only (learn more here) or you can choose to see all images. If you choose All, your search results will expand to show all Bing images. You're responsible for respecting the rights of others' property, including copyright. To better understand the licensing options, refer to Filter images by license type. To select a license option, use the Up or Down arrow keys and then press Enter to select.

  4. Press Option+Tab, to navigate to the image results. You hear: “Link, search.”

  5. To open the full-sized image, press Enter.

  6. To download the image, press Option+Tab until you hear “Link” followed by the file name and extension. To select, press Enter. Then press Command+S.

  7. The Export as dialog opens. The cursor is placed in the file name field. To choose the save location, press Tab to navigate to Where pop up button, and then use the arrow keys to select a location. To save, press Command+S.

    Tip: Save the images in your Documents to make them easier to insert in a Word document.

  8. In Word 2016 for Mac, place the cursor where you want to insert a picture. Then, using Insert menu in the menu bar, insert the picture you've just saved. To learn more about how to insert an image saved locally, refer to Insert an image or picture from your computer.

Add alt text to an image

After you insert the picture in your document, you can add alt text to help make your document as accessible as possible.

  1. In your document, select the picture that you want to add alt text to. To select a picture in Word, place the cursor before the image, hold down Shift and then press the Right arrow key. You hear: "Image, layout item."

  2. To open the Format Picture pane, press Shift+Command+1. You hear: "Format picture, task pane."

  3. To open the Layout & Properties tab, press Tab until you hear a tab name and "You are currently on a tab, inside of a scroll area." Then press the Right or Left arrow keys until you hear: "Layout and properties, selected tab." To select the tab, press Spacebar.

  4. To go to the Alt Text option, press the Tab until you hear: "Alt text, collapsed." To expand the Alt Text option, press Spacebar.

  5. To go to the Title field, press Tab. You hear: "Title." Type the alt text title for the image. Alt text should describe the action or intent of the image, not its appearance.

  6. To go to the Description field, press Tab. You hear: "Edit text." Then type a description.

  7. When you finish typing the title and description, to move the focus back to the image in the document, press F6 until you hear the picture title and "layout item."

See also

Use a screen reader to insert a hyperlink in Word 2016

Use a screen reader to align text and paragraphs in Word

Keyboard shortcuts in Word for Mac

Basic tasks using a screen reader with Word

Set up your device to work with accessibility in Office 365

Learn how to navigate Word using accessible features

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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