[277409] in TECHWR-L
Re: RE: [External] Re: [TECHWR-L] - Alt-Text stored at the Image level
daemon@ATHENA.MIT.EDU (David Artman)
Tue Dec 9 16:56:00 2025
Date: Tue, 9 Dec 2025 21:55:51 +0000 (GMT)
From: David Artman <david@davidartman.com>
To: "techwr-l@techwr-l.com" <techwr-l@techwr-l.com>
Message-ID: <196587593035223040.0.v2@titan.email>
In-Reply-To: <BYAPR04MB4789898D7A8F9D53C764C845F5A3A@BYAPR04MB4789.namprd04.prod.outlook.com>
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Ok, it could be easy to implement but manual, or automatic but tricky to im=
plement. <div><br></div><div>A) Name your files using the alt text (pl=
us file extension, of course). When you go to insert by reference, when you=
select the file in the Word dialog, highlight the file name and copy it be=
fore clicking OK. Then just paste the file name into the Layout & Prope=
rties Alt Text field and backspace the extension and decimal. (You can leav=
e the Layout & Properties pane open in Word to speed up this last step.=
)</div><div>NOTE: Word might even automatically use the file name as defaul=
t alt text, with some setting or option. I haven't produced in Word in quit=
e some time. But if it does, that saves you the select+copy+paste step; and=
you'd only have to delete the decimal and extension.</div><div><br></div><=
div>B) Use Windows PNG file properties (ex: the Comments property) to add a=
lt text to the files. Then, use a Visual Basic extension (i.e., a complex m=
acro) instead of the insert-by-reference dialog. That replacement dialog (c=
alled by a button on a custom or the Quick Access toolbar) would perform al=
l of the normal insertion actions, but it would ALSO read the Comments Valu=
e string and insert it into the Word alt text property of the inserting ima=
ge at the same time.<br><br>Others might have better suggestions; these are=
what I'd look at....</div><div><br></div><div>David Artman </div><div=
><br><div data-signature-parent=3D"sig-parent">
<signature data-signature-id=3D"local-94f901a9-8098" style=3D"display:t=
able;width:100%;">
<div fr-original-style=3D"user-select: inherit; scrollbar-color: va=
r(--scrollbar-active-color) #0000; box-sizing: border-box;" style=3D"user-s=
elect: inherit; scrollbar-color: var(--scrollbar-active-color) #0000; box-s=
izing: border-box;"><span style=3D"font-size: 11pt; font-family: sans-serif=
, arial; user-select: inherit; scrollbar-color: var(--scrollbar-active-colo=
r) #0000; box-sizing: border-box;" fr-original-style=3D"font-size: 11pt; fo=
nt-family: sans-serif, arial;">DCA::d.a.d.</span></div></signature></div>
<div class=3D"gmail_quote flockmail-quote flockmail-quote-id-&l=
t;BYAPR04MB4789898D7A8F9D53C764C845F5A3A@BYAPR04MB4789.namprd04.prod.outloo=
k.com>">
<br>
<div class=3D"flockmail-reply-quote-header" style=3D"displa=
y: block;">
On Tue, Dec 09, 2025, 04:32 PM 'Hanson, Paul R' via TEC=
HWR-L Email Discussion group <techwr-l@techwr-l.com> wrote:
<br>
</div>
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=20
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<div class=3D"WordSection1">
<ol style=3D"margin-top:0in" start=3D"1" type=3D"1">
<li class=3D"MsoListParagraph" style=3D"margin-left:0in;mso-list:l0 level1 =
lfo1">Do you use a file-naming convention? If so, how many characters are u=
sed to assemble a file name?<o:p></o:p></li><ol style=3D"margin-top:0in" st=
art=3D"1" type=3D"a">
<li class=3D"MsoListParagraph" style=3D"margin-left:0in;mso-list:l0 level2 =
lfo1">One could be adopted as part of a solution =E2=80=93 current state is=
no, there's not a file-naming convention.
<o:p></o:p></li></ol>
<li class=3D"MsoListParagraph" style=3D"margin-left:0in;mso-list:l0 level1 =
lfo1">Do you use folders to organize graphics; or are they all in one locat=
ion? <o:p></o:p></li><ol style=3D"margin-top:0in" start=3D"1" type=3D"=
a">
<li class=3D"MsoListParagraph" style=3D"margin-left:0in;mso-list:l0 level2 =
lfo1">This all came up based upon a co-worker asking how to do this for her=
folder of 18 PNG files in a "Screenshots" folder that are used in 5 differ=
ent Word files that are distributed
as 5 PDF files. Some screenshots are used in more than 1 Word file.<o:p></=
o:p></li></ol>
<li class=3D"MsoListParagraph" style=3D"margin-left:0in;mso-list:l0 level1 =
lfo1">Are all users on the same OS?<o:p></o:p></li><ol style=3D"margin-top:=
0in" start=3D"1" type=3D"a">
<li class=3D"MsoListParagraph" style=3D"margin-left:0in;mso-list:l0 level2 =
lfo1">In this scenario, the user guides are for Windows, if that's what you=
mean?<o:p></o:p></li></ol>
<li class=3D"MsoListParagraph" style=3D"margin-left:0in;mso-list:l0 level1 =
lfo1">Does your organization's Group Policies allow macros to run in Office=
applications? <o:p></o:p></li><ol style=3D"margin-top:0in" start=3D"1=
" type=3D"a">
<li class=3D"MsoListParagraph" style=3D"margin-left:0in;mso-list:l0 level2 =
lfo1">I can run Word macros on my laptop.<o:p></o:p></li></ol>
</ol>
<p class=3D"MsoNormal"><o:p> </o:p></p>
<div>
<p class=3D"MsoNormal"><span style=3D"mso-ligatures:standardcontextual"><o:=
p> </o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"mso-ligatures:standardcontextual"><o:=
p> </o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"font-size:9.0pt;font-family:"Ver=
dana",sans-serif;mso-ligatures:standardcontextual">Paul Hanson</span><=
span style=3D"font-size:9.0pt;font-family:"Verdana",sans-serif"><=
o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"font-size:9.0pt;font-family:"Ver=
dana",sans-serif;mso-ligatures:standardcontextual">IT Manager =E2=80=
=93 Disaster Recovery | Technical Support & Implementation<o:p></o:p></=
span></p>
<p class=3D"MsoNormal"><span style=3D"font-size:9.0pt;font-family:"Ver=
dana",sans-serif;mso-ligatures:standardcontextual">University of Iowa =
Health Care Information Systems<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"font-size:9.0pt;font-family:"Ver=
dana",sans-serif;mso-ligatures:standardcontextual">0405-C28 HSSB =
| Coralville, IA 52241<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"font-size:9.0pt;font-family:"Ver=
dana",sans-serif;mso-ligatures:standardcontextual"><o:p> </o:p></=
span></p>
<p class=3D"MsoNormal"><u><span style=3D"font-size:9.0pt;font-family:"=
Verdana",sans-serif;mso-ligatures:standardcontextual">Useful Links:</s=
pan></u><span style=3D"font-size:9.0pt;font-family:"Verdana",sans=
-serif;mso-ligatures:standardcontextual"><o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"mso-ligatures:standardcontextual"><a =
href=3D"mailto:Helpdesk-HCIS@uiowa.edu"><span style=3D"font-size:9.0pt;font=
-family:"Verdana",sans-serif">Helpdesk-HCIS@uiowa.edu</span></a><=
/span><span style=3D"font-size:9.0pt;font-family:"Verdana",sans-s=
erif;color:black;mso-ligatures:standardcontextual"> | </span><spa=
n style=3D"mso-ligatures:standardcontextual"><a href=3D"mailto:macdesk-hcis=
@healthcare.uiowa.edu"><span style=3D"font-size:9.0pt;font-family:"Ver=
dana",sans-serif">macdesk-hcis@healthcare.uiowa.edu</span></a></span><=
span style=3D"font-size:9.0pt;font-family:"Verdana",sans-serif;co=
lor:black;mso-ligatures:standardcontextual"> |
</span><span style=3D"mso-ligatures:standardcontextual"><a href=3D"mailto:%=
20HCISTSICustomerFeedback@healthcare.uiowa.edu"><span style=3D"font-size:9.=
0pt;font-family:"Verdana",sans-serif">Customer Feedback?</span></=
a></span><span style=3D"font-size:9.0pt;font-family:"Verdana",san=
s-serif;color:#0563C1;mso-ligatures:standardcontextual"><o:p></o:p></span><=
/p>
<p class=3D"MsoNormal"><span style=3D"mso-ligatures:standardcontextual"><a =
href=3D"https://healthcareid.uiowa.edu/"><span style=3D"font-size:9.0pt;fon=
t-family:"Verdana",sans-serif">Change Healthcare Password</span><=
/a></span><span style=3D"font-size:9.0pt;font-family:"Verdana",sa=
ns-serif;color:black;mso-ligatures:standardcontextual"> | </span>=
<span style=3D"mso-ligatures:standardcontextual"><a href=3D"http://hawkid.u=
iowa.edu/"><span style=3D"font-size:9.0pt;font-family:"Verdana",s=
ans-serif">Change
HawkID Password</span></a></span><span style=3D"font-size:9.0pt;font-famil=
y:"Verdana",sans-serif;color:black;mso-ligatures:standardcontextu=
al"> | </span><span style=3D"mso-ligatures:standardcontextual"><a=
href=3D"https://service.healthcare.uiowa.edu/"><span style=3D"font-size:9.=
0pt;font-family:"Verdana",sans-serif">HCIS
Web Request</span></a></span><span style=3D"font-size:9.0pt;font-family:&q=
uot;Verdana",sans-serif;color:#0563C1;mso-ligatures:standardcontextual=
"><o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"mso-ligatures:standardcontextual"><a =
href=3D"https://hcis.healthcare.uiowa.edu/EpicSupport/resources/resources.h=
tml"><span style=3D"font-size:9.0pt;font-family:"Verdana",sans-se=
rif">Epic Training Resources</span></a></span><span style=3D"font-size:9.0p=
t;font-family:"Verdana",sans-serif;color:#0563C1;mso-ligatures:st=
andardcontextual">
<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"mso-ligatures:standardcontextual"><o:=
p></o:p></span></p>
</div>
<p class=3D"MsoNormal"><o:p> </o:p></p>
<div>
<div style=3D"border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in =
0in 0in">
<p class=3D"MsoNormal"><b>From:</b> David Artman <david@davidartman.com&=
gt; <br>
<b>Sent:</b> Tuesday, December 9, 2025 3:13 PM<br>
<b>To:</b> techwr-l@techwr-l.com<br>
<b>Subject:</b> [External] Re: [TECHWR-L] - Alt-Text stored at the Image le=
vel<o:p></o:p></p>
</div>
</div>
<p class=3D"MsoNormal"><o:p> </o:p></p>
<table class=3D"MsoNormalTable" border=3D"0" cellspacing=3D"0" cellpadding=
=3D"0" align=3D"left" width=3D"100%" style=3D"width:100.0%">
<tbody>
<tr>
<td width=3D"0" style=3D"width:.3pt;background:#A6A6A6;padding:5.25pt 1.5pt=
5.25pt 1.5pt">
</td>
<td width=3D"100%" style=3D"width:100.0%;background:#EAEAEA;padding:5.25pt =
3.75pt 5.25pt 11.25pt;aspect-ratio: revert !important;background:revert !im=
portant;block-size: revert !important;border:revert !important;bottom: reve=
rt !important;color:revert !important;color-scheme: revert !important;conte=
nt-visibility: revert !important;cursor:revert !important;direction:revert =
!important;display:revert !important;font-size:revert !important;height:rev=
ert !important;hyphens: revert !important;letter-spacing:revert !important;=
line-height:revert !important;margin:revert !important;opacity: revert !imp=
ortant;order: revert !important;outline: revert !important;overflow:revert =
!important;padding:revert !important;position:revert !important;resize: rev=
ert !important;rotate: revert !important;scale: revert !important;tab-size:=
revert !important;table-layout:revert !important;text-align:revert !import=
ant;text-indent:revert !important;text-orientation: revert !important;text-=
overflow: revert !important;text-shadow:revert !important;text-transform:re=
vert !important;text-wrap: revert !important;top:revert !important;transiti=
on: revert !important;user-select: revert !important;vertical-align:revert =
!important;visibility:revert !important;white-space:revert !important;width=
:revert !important;word-break:revert !important;word-spacing:revert !import=
ant;writing-mode:revert !important;zoom: revert !important">
<div>
<p class=3D"MsoNormal" style=3D"mso-element:frame;mso-element-frame-hspace:=
2.25pt;mso-element-wrap:around;mso-element-anchor-vertical:paragraph;mso-el=
ement-anchor-horizontal:column;mso-height-rule:exactly">
<span style=3D"font-size:9.0pt;font-family:"Segoe UI",sans-serif;=
color:#212121">You don't often get email from
<a href=3D"mailto:david@davidartman.com">david@davidartman.com</a>. <a href=
=3D"https://aka.ms/LearnAboutSenderIdentification">
Learn why this is important</a> <o:p></o:p></span></p>
</div>
</td>
<td width=3D"75" style=3D"width:56.25pt;background:#EAEAEA;padding:5.25pt 3=
.75pt 5.25pt 3.75pt;aspect-ratio: revert !important;background:revert !impo=
rtant;block-size: revert !important;border:revert !important;bottom: revert=
!important;color:revert !important;color-scheme: revert !important;content=
-visibility: revert !important;cursor:revert !important;direction:revert !i=
mportant;display:revert !important;font-size:revert !important;height:rever=
t !important;hyphens: revert !important;letter-spacing:revert !important;li=
ne-height:revert !important;margin:revert !important;opacity: revert !impor=
tant;order: revert !important;outline: revert !important;overflow:revert !i=
mportant;padding:revert !important;position:revert !important;resize: rever=
t !important;rotate: revert !important;scale: revert !important;tab-size: r=
evert !important;table-layout:revert !important;text-align:revert !importan=
t;text-indent:revert !important;text-orientation: revert !important;text-ov=
erflow: revert !important;text-shadow:revert !important;text-transform:reve=
rt !important;text-wrap: revert !important;top:revert !important;transition=
: revert !important;user-select: revert !important;vertical-align:revert !i=
mportant;visibility:revert !important;white-space:revert !important;width:r=
evert !important;word-break:revert !important;word-spacing:revert !importan=
t;writing-mode:revert !important;zoom: revert !important;align: left !impor=
tant">
</td>
</tr>
</tbody>
</table>
<div>
<p class=3D"MsoNormal">Tricky ask. <o:p></o:p></p>
<div>
<p class=3D"MsoNormal"><o:p> </o:p></p>
</div>
<div>
<p class=3D"MsoNormal">Could you tell us more: <o:p></o:p></p>
<div>
<div>
<p class=3D"MsoNormal">1) Do you use a file-naming convention? If so, how m=
any characters are used to assemble a file name?<o:p></o:p></p>
</div>
<div>
<p class=3D"MsoNormal">2) Do you use folders to organize graphics; or are t=
hey all in one location? <o:p></o:p></p>
</div>
<div>
<p class=3D"MsoNormal">3) Are all users on the same OS?<o:p></o:p></p>
</div>
<div>
<p class=3D"MsoNormal">4) Does your organization's Group Policies allow mac=
ros to run in Office applications? <o:p></o:p></p>
</div>
<div>
<p class=3D"MsoNormal"><o:p> </o:p></p>
</div>
<div>
<p class=3D"MsoNormal">I've got an idea or two, but their viability is affe=
cted by the answers to the above questions. <o:p></o:p></p>
</div>
<div>
<p class=3D"MsoNormal"><o:p> </o:p></p>
</div>
<div>
<p class=3D"MsoNormal" style=3D"margin-bottom:12.0pt">David Artman <o:=
p></o:p></p>
<div>
<div>
<p class=3D"MsoNormal"><span style=3D"font-family:"Arial",sans-se=
rif">DCA::d.a.d.</span><o:p></o:p></p>
</div>
</div>
<div>
<p class=3D"MsoNormal" style=3D"margin-bottom:12.0pt"><o:p> </o:p></p>
</div>
<div>
<p class=3D"MsoNormal"><o:p> </o:p></p>
<div>
<p class=3D"MsoNormal">On Tue, Dec 09, 2025, 04:02 PM 'Hanson, Paul R' via =
TECHWR-L Email Discussion group <<a href=3D"mailto:techwr-l@techwr-l.com=
">techwr-l@techwr-l.com</a>> wrote:
<o:p></o:p></p>
</div>
<blockquote style=3D"border:none;border-left:solid #CCCCCC 1.0pt;padding:0i=
n 0in 0in 6.0pt;margin-left:4.8pt;margin-right:0in;padding-top:initial;padd=
ing-right:initial;padding-bottom:initial">
<p class=3D"MsoPlainText">In a folder of screenshots - saved as PNG files -=
that can be used in more than one Word files, I want to write alt-text tha=
t would be stored in the image (somehow) so that if I insert the image in a=
Word file, I don't have to add the
alt-text to that image and then if I insert the image in a second Word fil=
e, I don't have to add the alt-text to that image in the second file. What =
I'm looking for is a way to add the alt-text once, at the image file level,=
so that if I insert the image into
10 Word files, I don't have to add the alt-text in each of those 10 Word f=
iles. I know the mechanics of adding alt-text to the image after it has bee=
n added to the Word file. I want to figure out how to not have to add the a=
lt-text to the same image in multiple
Word files at a one Word file at a time basis. I want the alt-text to be c=
arried into the Word file because (somehow) it's already associated with th=
e image.
<o:p></o:p></p>
<p class=3D"MsoPlainText"> <o:p></o:p></p>
<p class=3D"MsoPlainText">Is it possible to do this if the PNG files is a d=
ifferent graphics file type? For example, if the PNG files were <unknown=
-to-me-file-extension>, the alt-text could be stored in the image.<o:p><=
/o:p></p>
<p class=3D"MsoPlainText"> <o:p></o:p></p>
<p class=3D"MsoPlainText">I know that I can assign alt-text to images in Ro=
boHelp 2022, but we're not using that tool.
<o:p></o:p></p>
<p class=3D"MsoPlainText"> <o:p></o:p></p>
<p class=3D"MsoPlainText">Thank you for any ideas for how to handle this. <=
o:p></o:p></p>
<p class=3D"MsoPlainText"> <o:p></o:p></p>
<p class=3D"MsoPlainText">Paul Hanson<o:p></o:p></p>
<p class=3D"MsoPlainText">IT Manager =E2=80=93 Disaster Recovery | Technica=
l Support & Implementation | University of Iowa Health Care Information=
Systems<o:p></o:p></p>
<p class=3D"MsoNormal"> <o:p></o:p></p>
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