When you save a Word file as PDF, there are a few steps you can take to ensure that your PDF file retains the accessibility features you included in your Word document (headings, ALT text for graphics, etc.).
Check for Accessibility Issues
When working in Word, you can check for accessibility issues before saving your document to PDF. Of course, an automated checker will not catch every issue, so you should also do some manual checking when possible. For example, it will be able to tell if you included ALT text for a graphic, but it cannot tell you if the ALT text is meaningful unless you inspect the text.
- Saving a Word document as an accessible PDF
- Using the Accessibility Checker in Word
- The accessibility checker will produce a results panel in Word showing Errors, Warnings, and TIPS. The errors must be addressed and it is a good idea to check out all warnings. If you click on one of the results, additional information will appear to tell you why you should fix the item and how to fix it.
Resources for creating accessible PDF files
- Creating Accessible PDF Documents in Acrobat XI (video, 5:11 minutes) from The National Center on Disability and Access to Education (NCDAE)
- Making Files Accessible from HHS.gov, this page includes many good resources for creating accessible documents in PDF, Word, and other formats
- PDF File 508 Checklist: From HHS.gov, this is a comprehensive checklist for people with advanced skills
- Free Accessibility Webinars and recordings from ADA Online. There are several excellent recordings of webinars about creating accessible PDFs on this website. You can also sign up to attend upcoming webinars at no cost.