How To Create an Accessible PDF from Microsoft Word
Creating an Accessible PDF with Microsoft Word
One of the most effective ways to create an accessible PDF is to start with an accessible Word document. From there, creating an accessible PDF is just a matter of exporting the file correctly and addressing small errors.
Turn on Acrobat Cloud-Based Auto-Tagging
Before proceeding, it is best to ensure that Adobe Acrobat’s settings are correct for the best tagging performance. Many issues can be resolved with appropriate tagging. The best tagging system within Acrobat is cloud-based auto-tagging. Please keep in mind that while this uses the cloud for processing, the document will not be saved in the cloud. To turn on Cloud-based auto-tagging, click on Menu in the upper left corner of the screen. From there, go to preferences. If using a Windows device, you can also reach this using the keyboard command Ctrl + k. Under Categories, click on Accessibility. Under Other Accessibility Options, check the box for Enable cloud-based auto-tagging for accessibility. Once done, click OK.
Check accessibility in Word
First, start by ensuring that your Word document is accessible. To have your Word document scanned for accessibility using Word’s built-in features, start by clicking on the Review tab of the ribbon. From there, click on the Check Accessibility icon for a quick accessibility score and review potential accessibility issues.
Please note that Microsoft Word’s accessibility checker is not particularly effective, so do not rely entirely on that for a definitive measurement of accessibility.
Save as PDF
In order to preserve the current accessibility of your Word document when exporting to PDF, select File and choose Export.
Next, click on Create PDF/XPS Document, then the smaller Create PDF/XPS button.
A popup will appear allowing you to choose where to save the file. From there, choose PDF as the file type. Then, click on Options.
Under Include non-printing information, ensure that Document Properties and Document Structure tags for Accessibility are checked. Click Publish to create the PDF.
Run the Acrobat Pro Accessibility Checker
Open the PDF file in Adobe Acrobat. Go to All Tools, choose Prepare for Accessibility.
In the Prepare for accessibility screen choose Automatically tag PDF. Accept the options presented if any popups appear. You will now have an Accessibility tags window open on the right side of the page. Your document is now tagged.
From the Prepare for Accessibility menu, click Check for accessibility.
Under Accessibility Checker Options, make sure all the appropriate options are checked for all categories under Checking Options: Document; Page Content; Forms, Tables, and Lists; and Alternate Text and Headings. Click on Start Checking. The Accessibility Checker will give a report on the right side of the page. This will report accessibility issues that must be resolved to make the document accessible.
Save the file. Changes for accessibility are not saved automatically.