Microsoft 365: Save Accessible PDFs from Microsoft Word

Environment

Microsoft Word

Issue

How do I save accessible PDFs from Microsoft Word documents?

Resolution

Note: This functionality is only available in the desktop version of Microsoft Word. The web app version of Microsoft 365 does not support this capability, so you must install and use the desktop version instead.

  • First, determine if a PDF is the correct document format. Review the PDF Decision Tree before creating additional PDFs.
  • If a PDF is required, ensure that you have access to both the desktop version of Microsoft Word and Adobe Acrobat Pro. In Word, click Add-ins on the Home ribbon, then select Acrobat. This will add an Acrobat tab to your Word menu.
  • After creating the Word document and running the accessibility checker, click the Acrobat tab. Select Create PDF. This will prompt you to name and save the document as a PDF.
  • The document will be processed and then opened as a PDF. Run the Acrobat accessibility checker to ensure the final output is accessible.

Additional Information

PDF Accessibility Guides

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

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