Word to Accessible PDF: Complete Guide
1. Use Built-In Styles in Word
Use headings (Heading 1, Heading 2, etc.), lists, and tables properly. This builds the structure screen readers rely on.
2. Add Alternative Text to Images
Right-click an image, choose Alt Text, and add a brief description of what the image conveys.
3. Use Descriptive Links
Avoid “click here.” Instead, use meaningful text like Download the annual report.
4. Set Document Language
In Word, go to Review > Language > Set Proofing Language and select the correct language for screen readers.
5. Run Word’s Accessibility Checker
Go to Review > Check Accessibility to fix any detected issues before exporting.
6. Export to PDF (Properly)
Use File > Save As or File > Export > Create PDF/XPS. Do not print to PDF, as this removes accessibility features.
7. Verify PDF Accessibility
Open your PDF in Acrobat Pro and run the Accessibility Checker: Tools > Accessibility > Full Check.
Why It Matters
Accessible PDFs ensure everyone, including people using screen readers, keyboard navigation, or with visual impairments, can access your content. It’s also required under laws like Section 508 and the ADA.
Resources
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