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Writing Alternative Text for the ITSM Knowledge Base

What information does the image convey to the user? This is the question that needs to be answered with alt text. Whatever information a sighted user is

meant to take from the image must be replicated as closely as possible in words for users who cannot

see it.

Most images for configuration instructions fall into one of three categories:

Images that show the user what something looks like

Images that help the user locate something

Images that help the user confirm settings

If you can’t think of what information an image is conveying, it’s possible the image is unnecessary!

What is important to include in alt text: Full title of window, tab, heading, menu, or screen. This will help orient a screen reader user.

Note: Avoid describing the visual location of things (e.g. “upper-left”); instead, note which

heading/step/menu the item falls under (e.g. “Under the Content Area heading” or “Under Step

3”)

Terminology as accurate and universal/consistent as possible, e.g. “Apple Menu,” “Menu Bar, ”

“Context Menu” for the right-click popup menu, “Radio Button,” “Checkbox,” “Charm Bar” for

the Windows 8 Start Menu alternative, etc.

As few unnecessary words as possible. Avoid “Screenshot of” or “Image of” unless there is likely

to be confusion over whether the image is a button or not.

What should NOT be included in alt text: Instructions that already appear in the surrounding text (e.g. “Click Next,” “Enter your NetID”).

Descriptions of color, position, etc. (e.g. “Red Button,” “upper-left”)

Notes: An image should always display below the step it is describing, but as part of the same list item.

Use Shift+Enter to add a line break without adding a new list item.

Remember: there is no 100% established “correct” way to write alt text. NUIT is committed to

continually raising our web accessibility compliance. We are not looking for immediate

perfection, but best effort!

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Images that Show the User what Something Looks Like

5. Click Submit a Paper.

Screenshot of Submit A Paper button

4. In the drop down menu, click Delete.

Item drop down menu. Delete is selected.

An action bar refers to the purple buttons that are near the top of many pages in Blackboard. The two most important action bars are in content areas and the grade center.

Content Area and Grade Center action bars. Content Area menus include Build Content, Create Assessment, and Add Interactive Tool. Grade Center menus include Create Column, Create Calculated Column, Manage, and Reports.

7. Check the check-boxes adjacent to the course materials that will be copied.

Course Copy screen. Under 2. Select Copy Options, the Destination Course ID field is filled in. Under Select Course Materials, the checkboxes for desired materials to copy are checked.

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Images that Help the User Locate Something

5. Click Remove Users from Course.

Users screen. The Remove Users from Course button is highlighted.

4. From the Upload drop down menu, select Upload Package.

Upload drop down menu. Upload Package is highlighted.

Optional: If you want to copy the list of users from a previous course to the existing course, check Include Enrollments in the Copy. However, it is recommended to leave the field unchecked.

Course Copy screen. Under 4. Enrollments, the Include Enrollments in the Copy check box is highlighted.

2. Open Network Preferences by clicking on the Network icon.

System Preferences window. Under Internet & Wireless, Network icon is highlighted.

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Images that Help the User Confirm Settings

12. Enter northwesternvpn in the Key input box.

Advanced Properties window, L2TP tab. The Use preshared key for authentication radio button is selected, and northwesternvpn is entered in the Key field.

2. Type your NetID into the NetID

field and NetID Password into

the Password field.

Login screen. NUVPN is selected in the Group drop down menu.

6. In the L2TP/IPSEc PSK VPN screen:

Select VPN name and enter Northwestern VPN.

Select set VPN server and type vpn-nu.vpn.northwestern.edu

Select set IPsec pre-shared key and enter northwesternvpn

Uncheck Enable L2TP secret

Add L2TP/IPSec PSK VPN screen. Options are set as described in the list above. (Use only if there are many options/fields and they are all listed/described in the text.)

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Images that are Unnecessary/Should be Rethought

8. Click Submit.

(Unrelated to step and unnecessary, should be removed.)

(Information should be incorporated into surrounding text.)

7. The The connection is ready to use confirmation window will appear. Click Close.

(Confirmation windows generally do not need an image unless there is a specific reason to include one.)

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Example: How do I configure VPN on Windows 7? (Solution 230)

1. Open the Network and Sharing Center by clicking Start > Control Panel > Network

and Internet > Network and Sharing Center.

2. Select Set up a new connection or network.

Network and Sharing Center window.

Set up a new connection or network is

under Change your networking settings.

3. Select Connect to a workplace and click Next.

Set Up a Connection or Network

window, Connect to a workplace is

selected.

4. Select Use my internet connection (VPN).

Connect to a Workplace window.

Under How do you want to connect?

Use my Internet connection (VPN) is

highlighted.

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5. Enter vpn-nu.vpn.northwestern.edu in the Internet address field and Northwestern

VPN in the Destination name field. Click Next.

Connect to a Workplace window.

vpn-nu.vpn.northwestern.edu is

entered in the Internet address field.

Northwestern VPN is entered in the

Destination Name field.

6. Enter your NetID in the User name field and your password in the Password field. Click

Create.

Connect to a Workplace window. NetID

is entered in the User name field, NetID

password is entered in the Password

field. The Domain (optional) field is left

blank.

7. The The connection is ready to use confirmation window will appear. Click Close.

Connect to a Workplace window. The

message The connection is ready to use

is displayed. The Close button is

highlighted.

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8. Using the Network icon within the System Tray on the desktop, click Network

Connections. Right-click on Northwestern VPN and select Properties.

Currently connected to: popup from the

Network icon in the System Tray. Under

Dial-up and VPN, Northwestern VPN is

selected. The context menu is open and

Properties is selected.

9. From the Northwestern VPN Properties window, select the Options tab. Under Dialing

options, un-check Include Windows logon domain.

Northwestern VPN Properties window,

Options tab. Under Dialing options, the

Include Windows logon domain box is

unchecked.

10. Select the Security tab. Set Type of VPN to Layer 2 Tunneling Protocol with IPsec

(L2TP/IPSec).

Northwestern VPN Properties window,

Security tab. Under Type of VPN, Layer 2

Tunneling Protocol with IPsec (L2TP/IP

Sec) is selected from the dropdown.

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11. Click Advanced Settings.

12. Enter northwesternvpn in the Key input box.

Advanced Properties window, L2TP tab.

The Use preshared key for authentication

radio button is selected, and

northwesternvpn is entered in the Key

field.

13. Click OK.

14. Click OK to finish the configuration.

15. Delete the old NUVPN profile if it appears in your computer settings.