Window pops up above images when Word file converted to PDF

[jmt356]

I created a file in Word comprised of text and images. The images were copied
into the Word file from my hard drive. I then created the PDF from within Word.

Now, when viewing the PDF in Acrobat, whenever the mouse hovers over any of the
images in the PDF, a yellow window pops up displaying the address in which the
image that was copied into the Word document is stored on my hard drive. This is true whether I view the PDF on my computer or on third-party computers.

How can I stop this window from popping up?

[HansV]

Try the following in the Word document:
- Right-click a picture.
- Select Format Picture... from the context menu.
- Word 2007: activate the Alt Text tab.
- Word 2010 and later: click the Layout and Properties button in the Format Picture task pane, then click on Alt Text.
- If you see the path in the Description box, clear it.
- Repeat for other pictures.
- Create the PDF file again.

[HansV]

By the way, if you use Insert > Picture in Word, the path and filename is not added to the Alt Text.

[jmt356]

Hans:

This file has about 100 pictures. Is there no easier way to clear Alt Text?
Also, is there a way to prevent Word from automatically including Alt Text in images copied into my Word file?

Another way I have found to prevent the Alt Text from displaying is to print the document to Adobe Acrobat from within Word rather than saving it as a PDF within Word.

[HansV]

As I mentioned, if you use Insert > Picture, Word will not add an Alt Text to images.

To remove Alt Text from existing pictures, you could run this macro:

Code: Select all

Sub RemoveAltText()
    Dim ish As InlineShape
    Dim shp As Shape
    For Each ish In ActiveDocument.InlineShapes
        ish.AlternativeText = ""
    Next ish
    For Each shp In ActiveDocument.Shapes
        shp.AlternativeText = ""
    Next shp
End Sub

[jmt356]

Thank you Hans. It worked.

Is it possible to stop Word from adding Alt Text in pictures copied and pasted into Word files?

[Rudi]

I've had a look and I cannot find any Word setting or option to prevent this, barring from using Paste Special and pasting the image as a bitmap (which will bloat the document as the image size is bigger). I think your easiest solution is to paste all your images and then run Hans's macro to clear all the ALT text in one go.

[jmt356]

Thank you Rudi.

Does anyone else have any further advice regarding this thread? Is there no way to stop Word from inserting this data into the pictures to begin with?

To summarize: Whenever I copy pictures into Word documents and then save them as PDFs, the file name and path of the files copied in appear in the PDF whenever the mouse hovers over them. I have been running a macro to remove this data from each Word document before saving to PDF, but I sometimes forget to do so.

[HansV]

I have no additional suggestions.

[Rudi]

Something else I can add, but I have not confirmed:

Apparently, to keep from seeing these popups without having to remove them all in Word, just use the "print method" to create the PDF file. Print to the Adobe PDF printer rather than using the Save as Adobe PDF feature. (You could even try CutePDF, a very common PDF printer add-in).

On the other hand, if you have Adobe Pro, you could try these (advice from forums.adobe.com):
- If you remove accessibility from the PDF file (unchecking the tags option on export, or using the Optimize or Sanitize tools to remove tagging) then the ALT text will of course also be removed, but so will the S508 compliance of the document.
- Choose Tools > Protection > Remove Hidden Information. Then delete metadatas only.