Accessible Export from Word to PDF

Environment

Microsoft Word

Issue

You need to export documents from Microsoft Word while ensuring they are accessible.

Resolution

Create your Word document to be maximally accessible. This includes:

Basic functions

Follow the accessible document best practices. 

• Providing a descriptive filename (Section 508 video)
• Use styles to create headings (Section 508 video)
• Where appropriate, use list markup (Section 508 video)
• Where appropriate, use column markup (Section 508 video)
• Use layout and data tables effectively (Section 508 video)
• Use language markup for non-English text (Section 508 video)
• Create clear link names (Section 508 video)
• Duplicate information from headers, footers, and watermarks (Section 508 video)
• Provide alternative text for images (Section 508 video)
• If text boxes must be used, ensure they are placed "in line with text" (Section 508 video)
• Use color redundantly to convey meaning (Section 508 video)
• Use sufficient color contrast (Section 508 video)
• Embed multimedia files correctly (Section 508 video)
• Ensure that all the fonts you need for your document have been loaded on your system

Advanced functions

• If you need form fields, add them after the PDF has been created, rather than in Word
• Avoid scripts or content that cause screen flicker
• Don't use scripts that will conflict with using non-mouse input (e.g., with JavaScript input events that require mouse use)
• Don't use scripts that set a time limit on user response

When the file is complete, run the Microsoft Accessibility Checker (Review menu > Check Accessibility > Check Accessibility) and fix any reported issues. 

Export to PDF

When you are ready to create the PDF file, make sure that you use "Save as Adobe PDF" from the file menu. Do not use the options from the Print menu.   Export to PDF using Microsoft's instructions to save an accessible PDF to preserve accessibility features in the final PDF. Follow these instructions carefully, or the resulting PDF will not be as accessible and will require more remediation. Also please note that if you are using a Mac, this option will fail for documents larger than 40MB. 

Alternatively, if you have the Adobe Acrobat Add-in for Microsoft Word, you can select Create PDF and export the document as a PDF. This does not require you to select specific options when saving the document, as opposed to Save As PDF.

Review the PDF

To check your PDF file, open it in Adobe and go to All Tools > View More > Prepare for Accessibility > Check for accessibility. A report will come up on the right side of the screen.

The following issues, if present, will need to be fixed within Adobe:

• Tagged PDF
• Tagged content
• Tagged annotations
• Tab order
• Tagged multimedia
• Tagged form fields
• Field descriptions

All other issues will be best addressed by fixing them in the original document and then re-running the PDF.

Additional Information

More information on digital accessibility.

Need additional information or assistance? Contact the ITS Service Center.