These instructions are written for InDesign users and people working with graphic designers, but could be applied to other applications and fields as well.
Although images cannot carry actual alternative (ALT) text around with them, you can add the ALT text to the metadata of an image to use as you please. This aids in efficiency and reduces chance of error when applying ALT text to images.
Adding ALT text to the metadata (PC/Windows):
- Select your images and write out your alternative (ALT) text.
- It is best practice to do this in Word (or another application that can detect typos) as ALT input and metadata input boxes do not flag spelling/grammar errors.
- A good resource on writing ALT text is Image Concepts by W3C. They are the organization that develops the Web Content Accessibility Guidelines (WCAG) referred to in the Information and Communications Standard of the AODA.
- Open the folder where your images are kept (ex: Pictures folder in Windows)
- Right click the image
- Select “Properties” from the drop-down menu.
- Click the “Details” tab.
- Paste your ALT text into the “Title” input field of the photo
- Click OK (this will save the metadata)
- Send the photos with the metadata to your Designer/Design Request. Inform your designer that you have put the ALT text in the Title/Description field of the photo’s metadata.
Note: Instructions above written for Windows 7 users.
Faster Alternative: Adobe Bridge
If your client has an Adobe Creative Suite license, they can do these steps faster in Adobe Bridge, where they would put the ALT text in the Description OR Headline field of the image metadata.
Applying ALT text with a script
- Confirm you are using the photos with the metadata (can double check by opening in Adobe Bridge – text will likely be in the Description field)
- Run the ApplyALTfromXMP script
- Confirm the ALT Text Source is “XMP: Description” (or wherever else the ALT text is saved)
- Click OK
- If successful, you will get a dialogue box with total number of images processed displayed. Click OK.
- If you do not get the quantity you were expecting, confirm the location of the ALT text in the metadata.
- If you do not get a dialogue box, something is wrong with the script and you’ll need to troubleshoot.
ALT Text Script:
If you do not have the ALT text script installed, you will need to install it yourself. Instructions and free download are at Batch Apply XMP ALT Tags to EPUB and HTML Images
Applying ALT text manually
- Confirm you are using the photos with the metadata (can double check by opening in Bridge – text will likely be in the Description field)
- In Design, select the photo
- Go to Object in your top navigation bar
- Select Object Export Options from the dropdown menu
- Confirm you are in the ALT text input area
- Click “Text Source”
- Select “Description” from the dropdown menu
- Click “Done”
Skip Step 3 and 4 by using the default key command Opt+X