Creating an accessible PDF from Microsoft Word

1. Start with an Accessible Word Document

Before exporting, make sure your Word file is accessible:

• Use built-in styles (Headings, Lists, Tables) instead of manual formatting.
• Add alt text for all images, charts, and graphics.
• Ensure sufficient color contrast between text and background.
• Use descriptive link text (avoid “click here”).
• Add document title under File → Info → Properties → Title.

2. Run the Accessibility Checker

• Go to Review → Check Accessibility.
• Fix any issues flagged (missing alt text, unclear headings, etc.).

3. Export as PDF with Accessibility Settings

• Click File → Save As → PDF or File → Export → Create PDF/XPS.
• In the Optionsdialog:
  • Check “Document structure tags for accessibility”.
  • Include bookmarks for headings if needed.
• Save the file.

4. Verify the PDF

• Open the PDF in Adobe Acrobat Pro or another validator.
• Use Accessibility Tools → Full Check to confirm compliance.
• Ensure tags, reading order, and alt text are correct.