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Accessibility at the UW

Category: Accessible documents

Why Alt Text Matters for Web Accessibility

Post categories: Accessible documents Web Accessibility

For people who can’t see images—such as those relying on audible screen readers—alternative text, or alt text, is essential. Alt text provides a brief, meaningful description that communicates the purpose of an image. When a screen reader encounters an image, it typically announces “image” and then reads the alt text aloud, making visual content accessible to everyone.

Alt text should be succinct—just enough to convey the core idea without overwhelming the user. Simple images like photos or logos need alt text, and most authoring tools make it easy to add. Complex images, such as charts or diagrams, often require more detailed explanations than alt text alone can provide. In these cases, include a longer description elsewhere on the page so users can fully understand the information.

Avoid using images of text—such as text embedded in flyers, graphics, or logos—because they create significant barriers. Images of text cannot be read by assistive technologies, often display poorly on mobile devices, and become blurry when users with low vision zoom in or enlarge them. High-quality text remains crisp and customizable; images of text do not.

Decorative images such as icons don’t require alt text but they do need to be identified as decorative, so screen readers know to skip them.


Techniques

The Images web page on the Accessible Technology website includes detailed techniques for creating meaningful and accessible links across a variety of contexts, including HTML, Canvas, WordPress, Drupal, and Microsoft and Google applications.

Want to Learn More?

  • Watch for an occasional series of short talks by Alaina Foust and Jeane Marty on accessibility barriers identified by DubBot at UW Web Council meetings. The next presentation will be on Thursday, December 4 (9:00-10:00) session.
  • Check out UW’s Digital Accessibility calendar to find meetups, Lunch & Learn events, Digital Accessible Liaisons meetings, and more!
  • Find self-paced options on our recent blog post Training Options to Build Your Accessibility Skills.
  • For more guidance and examples, visit UW Accessible Technology ‘s Images web page as well as their Digital Accessibility Checklist, where you’ll find additional resources, tutorials, and best practices to help you design and maintain accessible digital content for everyone.

Additional Posts in the Web Accessibility Series:

Think Before You Create a PDF

Post categories: Accessible documents

At first glance, creating PDFs might seem like a convenient way to share information, they’re easy to attach, consistent in appearance, and familiar to most users. But in the digital age, especially at a university committed to accessibility and inclusion, it’s time to rethink when and how we use them.

Why You Shouldn’t Default to PDF

PDFs can pose real barriers for users with disabilities. They often require extra steps to make accessible, are difficult to navigate on mobile devices, and aren’t easily updated. Worse, they can interrupt the seamless experience we strive to provide across our websites and digital platforms.
If you’re publishing content online, especially for students, employees, or the public, ask yourself: Does this need to be a PDF?
In most cases, the answer is no.

When PDFs Are Appropriate

We’re not saying never use PDFs. They still have a place, but only when their format provides a clear and necessary benefit. For example:

  • Archival documents: Final reports, memos, or policies that are no longer actively edited.
  • Official printable forms: For workflows that require hand-signed, physical copies.
  • Complex designs: Flyers or brochures that require controlled layout and branding.
  • Legal documents: Public notices or contracts that need a fixed, time-stamped format.
  • Scientific publications: Manuals or white papers with complex formatting.
  • Long-form publications: Handbooks or annual reports, ideally with navigation tags and bookmarks.
  • External submissions: Documents required in PDF format by funding agencies or partners.

Even in these cases, PDFs must be accessible, tagged for screen readers, structured for navigation, and readable on multiple devices.

When PDFs Are Not Ideal

Avoid PDFs for content, such as:

  • Dynamic content that updates regularly
  • Interactive Forms
  • Event announcements
  • Department overviews
  • How-to instructions
  • Meeting presentations and minutes
  • Training materials and on-boarding content
  • Web-based tutorials or walk-throughs

For these types of content, it’s better to use tools that have built-in editors and create web-friendly formats, like Microsoft Word, Google Docs, Qualtrics, or web platforms such as Microsoft or Google forms. These tools are designed to produce content that is more accessible for people with disabilities, easier to read on mobile devices, and quicker to update when things change. They also make it easier for screen readers and search engines to understand your content. Features like headings, bullet points, tables, and image descriptions are built in, helping everyone navigate and use the content more effectively.

PDF Guidance

Use PDFs only when formatting, printability, or legal compliance demand it. Otherwise, default to other structured tools. Doing so makes our content more inclusive, usable, and future-proof.

Let’s build a digital environment where information is open, accessible, and effortless to engage with, for everyone. For more information, resources, and support, visit the Digital Accessibility portal.