Creating accessible PDFs is not just a technical requirement. It is about making sure everyone can actually use the information you share, including people who rely on screen readers, keyboard navigation, or other assistive technologies.
Microsoft Word supports accessibility well, but converting a Word document to a PDF often introduces issues. That is why a quick review and cleanup in Adobe Acrobat is essential.
Start with an Accessible Word Document
The easiest PDF to fix is the one that started out accessible. Before exporting, make sure your Word document follows basic accessibility best practices.
Use Proper Document Structure
Use Word’s built-in heading styles such as Heading 1, Heading 2, and Heading 3. Headings create the structure that screen readers rely on. Avoid manually bolding or resizing text to create headings.
Add Alternative Text to Images
Any image that conveys meaning needs alternative text. Decorative images should have empty alt text so screen readers skip them. For charts or complex visuals, provide a brief description that explains their purpose.
Create Accessible Tables and Lists
Always use Word’s built-in table and list tools. Define header rows in tables and make sure lists are created using Word’s bullet or numbering features rather than manual formatting.
Check Color and Contrast
Ensure text has sufficient contrast against the background and do not rely on color alone to convey meaning. Clear contrast improves readability for everyone.
Convert Word to PDF the Right Way
How you create the PDF matters. Some methods preserve accessibility information, while others remove it.
The most reliable method is to export directly from Word using File > Export > Create PDF/XPS. Make sure the option to include document structure tags for accessibility is enabled.
You can also use Save As > PDF, as long as accessibility options are turned on. Avoid using “Print to PDF,” as it usually removes tags and creates accessibility issues.
Review and Fix Accessibility in Adobe Acrobat
Open the PDF in Adobe Acrobat Pro and run the built-in Accessibility Checker to identify issues that need attention.
Clean Up Tags
Use the Tags panel to review the document structure. Make sure headings are tagged correctly, paragraphs are grouped properly, and lists are identified as lists.
Fix Images and Tables
Confirm that images are tagged as figures and include appropriate alt text. Decorative images should be marked as artifacts. Tables may need extra work to ensure header cells are properly associated with data cells.
Check Reading Order
Use the Reading Order tool to make sure content is read in a logical sequence, especially for multi-column layouts or pages with sidebars.
Final Quality Check
Run the Accessibility Checker again after making fixes. If possible, test the document using a screen reader and keyboard-only navigation to confirm everything works as expected.
Why This Matters
Accessible PDFs are easier to navigate, easier to understand, and usable by more people. Accessibility is not just about compliance. It improves the overall quality of your documents.
Accessibility-first content benefits everyone.
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