Creating a PDF from a Word document is likely easier than you think—especially if the source or original document was designed with accessibility in mind.

For help creating an accessible source document, refer to the Creating Accessible Files in Microsoft Word guide.

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STEP 1: Review accessibility of the source document

Before exporting your Word document to PDF, review it for accessibility using Microsoft Word’s built-in Accessibility Checker. Addressing accessibility issues in the Word file is much easier than correcting them after the document has been converted to PDF.

HOW TO: Check for accessibility in Word

Windows Users:

  1. Click File > Info.
  2. If the Accessibility Checker sees any potential issues, you will see a message next to the Check for Issues button.
  3. To view and repair the issues in your file, click Check for Issues > Check Accessibility.
Navigating to the Accessibility Checker in Microsoft Word on Windows by going to Files > Info
  1. Click a specific issue to see Additional Information and steps you can take to change the content. 

Mac Users:

  1. Open the Review tab in the ribbon.
  2. Click Check Accessibility.
Opening the Check Accessibility tool on a Mac from the Review tab
  1. The Accessibilty Assistant window will open on the right side of the screen.
  2. Click a specific issue to see more information and steps you can take to change the content. 

Accessibility Checker Issues

The Accessibility Checker checks a file against a set of possible issues that people who have disabilities might experience in the file. Each issue is classified as an Error, Warning, or Tip.

  • Error: An error is for content that makes a file very difficult or impossible for people with disabilities to understand.
  • Warning: A warning is for content that in most, but not all, cases makes a file difficult for people with disabilities to understand.
  • Tip: A tip is for content that people with disabilities can understand, but that might be better organized or presented in a way that would improve their experience.

STEP 2: Export Word document as a PDF

After correcting any accessibility issues identified in the source Word document, follow the instructions below to export it as a PDF.

Methods to Avoid:
DO NOT use Print to PDF or "Save As" PDF to convert your Word documents. These methods lose some of the accessibility information and are often harder to review and repair in Acrobat Pro.

HOW TO: Export Word Documents as PDFs

Windows Users:

  1. Click the File tab, and then click Export.
  2. Select the Create PDF/XPS icon.
Menu for creating a PDF from a Word document in Windows by clicking File > Export
  1. In the export dialog, click Options.
  2. Make sure that the Document structure tags for accessibility check box is selected, and then click OK.
The Export Options window on Microsoft Word for Windows showing "Document structure tags for accessibility" selected
  1. Click Save

MAC Users:

IMPORTANT: To export a PDF form Word on a Mac, you must first have Adobe Acrobat Pro installed on your machine and be logged into Adobe's Creative Cloud service. This is the only way to preserve the accessibility features of your source document.

When you install Acrobat Pro on your computer, Adobe will also install an add-in that allows you to create a PDF without leaving Word or PowerPoint. You will know it is installed when you see the Acrobat tab on the application’s ribbon.

  1. In the Acrobat tab in the ribbon, click "Create PDF".
  2. The Adobe Acrobat application will then open with your newly created PDF file. 
  3. Save your file.

STEP 3: Review accessibility of the new PDF

 

Using Adobe Acrobat Pro:

While other free software offers minimal editing capabilities for PDFs, Adobe Acrobat Pro is the most robust tool for reviewing and remediate accessibility issues in PDF documents.

IMPORTANT: Adobe Acrobat Pro is part of the Adobe Creative Cloud software suite. Information about purchasing licenses for Adobe Creative Cloud is available on JMU IT's Enterprise Software Agreements page. There are also locations on campus with Creative Cloud software. 

HOW TO: Check Accessibility in Adobe Acrobat Pro

  1. Open the PDF in Adobe Acrobat Pro.
  2. Go to "Tools" > "Accessibility" to access accessibility features.
  3. Click "Accessibility Check" to run an automated scan for common issues such as missing alt text, improper reading order, or lacking document structure.
  4. Review the results in the Accessibility Checker panel and address any flagged issues.

Coming soon - Remediating Accessibility Issues in PDF Guide - a step-by-step help to address common issues flagged by the Accessibility Checker

Other Free Tools:

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Digital Accessibility at JMU
Harrisonburg, Virginia 22807

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