Body
Overview
Microsoft Word can create a tagged PDF that preserves accessibility features such as headings, alternative text, links, lists, and document structure.
To create the most accessible PDF possible:
- Make the original Word document accessible.
- Run Word’s Accessibility Checker.
- Save or export the document as a PDF using the appropriate accessibility settings.
- Review the completed PDF.
Important: Do not use Print to PDF. Printing to PDF may remove accessibility information from the document.
Before Creating the PDF
A PDF is only as accessible as the Word document used to create it. Before saving the document as a PDF, confirm that the Word document includes:
- A clear document title
- Built-in heading styles used in a logical order
- Alternative text for meaningful images
- Descriptive hyperlink text
- Built-in bulleted or numbered lists
- Simple tables with a designated header row
- Sufficient color contrast
- A meaningful file name
Do not create headings by changing only the font size, color, or bold formatting. Apply Word’s built-in Title, Heading 1, Heading 2, and other heading styles so assistive technologies can recognize the document structure.
Run the Accessibility Checker
Before creating the PDF:
- Open the document in Microsoft Word.
- Select Review.
- Select Check Accessibility.
- Review the findings in the Accessibility pane.
- Correct identified errors and warnings when possible.
The Accessibility Checker identifies many common accessibility issues and provides guidance for correcting them. Word uses the structure of the source document when creating accessibility tags in the PDF.
Save an Accessible PDF in Word for Windows
- Select File.
- Select Save As or Save a Copy.
- Select the location where you want to save the file.
- Under Save as type, select PDF (*.pdf).
- Select More options or Options.
- Confirm that Document structure tags for accessibility is selected.
- Select OK.
- Select Save.
Document structure tags allow assistive technologies to identify elements such as headings, links, lists, alternative text, and the document’s reading structure.
Save an Accessible PDF in Word for Mac
- Select File.
- Select Save As.
- Enter a meaningful file name for the PDF.
- Under File Format, select PDF.
- Select Best for electronic distribution and accessibility.
- Select Export.
Important: Select Best for electronic distribution and accessibility rather than the option intended primarily for printing.
Save an Accessible PDF in Word for the Web
- Select File.
- Select Save As.
- Select Download as PDF.
- Download and save the PDF when prompted.
Before downloading the PDF, run the Accessibility Checker and correct identified issues in the Word document.
Do Not Use Print to PDF
Do not create the PDF by selecting Print and then choosing Microsoft Print to PDF, Save as PDF, or another PDF printer.
Printing to PDF may flatten the document or remove accessibility information such as:
- Heading structure
- Alternative text
- Document language
- Lists
- Table headers
- Hyperlinks
- Logical reading order
Use Word’s Save As, Save a Copy, or Export process instead.
Review the Completed PDF
After creating the PDF, open it and complete a brief review:
- Confirm that the text can be selected.
- Test the hyperlinks.
- Confirm that images and other content display correctly.
- Confirm that the file has a meaningful name.
- Check the document using Adobe Acrobat Pro’s accessibility tools or Blackboard Ally, when available.
Passing Word’s Accessibility Checker does not guarantee that the resulting PDF is fully accessible. Complex documents, scanned content, tables, forms, columns, and unusual layouts may require additional review or remediation in Adobe Acrobat Pro.
Keep the Original Word Document
Keep the accessible Word document as the source file. When updates are needed, revise the Word version and create a new tagged PDF using the same steps.
Making changes in the original Word document is generally easier and more reliable than editing the PDF directly.
Additional Resources