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UDOLLI Moderator Training

Save Materials as Accessible PDFs

Learn how to save Word documents and PowerPoint presentations as PDFs while preserving accessibility features such as headings, links, alt text, reading order, and document tags.

Category: Creating Accessible Materials Estimated Time: 10 minutes Format: Video + Guide

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This short video should show moderators how to export Word and PowerPoint files as accessible PDFs. The written guide below can be used as a quick reference.

Overview

PDFs can be useful because they preserve formatting and are easy to share. However, a PDF is only as accessible as the original document and the export process used to create it. Before saving a Word document or PowerPoint presentation as a PDF, fix accessibility issues in the original file, then export it in a way that preserves document structure tags.

What You Will Learn

  • Why the original Word or PowerPoint file should be made accessible first.
  • How to run the Accessibility Checker before exporting to PDF.
  • How to save a Word document as an accessible PDF.
  • How to save a PowerPoint presentation as an accessible PDF.
  • What PDF export methods to avoid.
  • How to do a simple final review of the PDF before sharing it.

Before You Begin

Do not wait until the PDF stage to fix accessibility problems. Headings, slide titles, alt text, links, table structure, and reading order should be corrected in the original Word or PowerPoint file before exporting.

Step-by-Step Guide

Start with an Accessible Source File

The best accessible PDFs begin with accessible Word documents or PowerPoint presentations. It is usually much easier to fix the original file than to repair the PDF later.

  1. Open the original Word document or PowerPoint presentation.
  2. Check that headings, slide titles, lists, tables, and links are properly structured.
  3. Add alt text to meaningful images, charts, and graphics.
  4. Remove unnecessary images of text when real text can be used instead.
  5. Use readable fonts, strong contrast, and clear spacing.

Tip: If the Word document or PowerPoint is not accessible, the PDF version will usually carry those same problems forward.

Run the Accessibility Checker

Before creating the PDF, use the Accessibility Checker in Word or PowerPoint to find common issues that may affect participants using assistive technology.

  1. Open the file in Word or PowerPoint.
  2. Go to the Review tab.
  3. Select Check Accessibility.
  4. Review the results in the Accessibility pane.
  5. Fix any errors or warnings that apply to your document or slides.
  6. Save the corrected Word or PowerPoint file before exporting to PDF.

Tip: Run the Accessibility Checker again after making corrections to confirm that you did not miss any issues.

Save a Word Document as an Accessible PDF on Windows

When saving from Word on Windows, make sure the PDF keeps accessibility structure tags.

  1. Open the accessible Word document.
  2. Go to File.
  3. Select Save As, Save a Copy, or Export.
  4. Choose PDF as the file type.
  5. Select Options.
  6. Make sure Document structure tags for accessibility is checked.
  7. Select OK.
  8. Save or publish the PDF.

Tip: The “Document structure tags for accessibility” option helps preserve structure that assistive technology uses to navigate the PDF.

Save a Word Document as an Accessible PDF on Mac

On Mac, use the PDF option that is intended for electronic distribution and accessibility.

  1. Open the accessible Word document.
  2. Go to File and select Save As or Save a Copy.
  3. Choose a file name and location.
  4. Under File Format, select PDF.
  5. Select Best for electronic distribution and accessibility, if available.
  6. Select Export or Save.

Tip: Avoid choosing the smallest file size option when accessibility is important. Smaller file settings may remove useful document structure.

Save a PowerPoint Presentation as an Accessible PDF on Windows

PowerPoint PDFs should begin with accessible slides, including slide titles, logical reading order, alt text, and readable formatting.

  1. Open the accessible PowerPoint presentation.
  2. Go to the Review tab and select Check Accessibility.
  3. Fix any accessibility issues identified in the presentation.
  4. Go to File.
  5. Select Save As, Save a Copy, or Export.
  6. Choose PDF as the file type.
  7. Select Options.
  8. Make sure Document structure tags for accessibility is checked.
  9. Save or publish the PDF.

Tip: Review slide titles and reading order before exporting. Those are much easier to fix in PowerPoint than after the PDF is created.

Save a PowerPoint Presentation as an Accessible PDF on Mac

On Mac, use the PDF option that supports electronic distribution and accessibility when it is available.

  1. Open the accessible PowerPoint presentation.
  2. Go to the Review tab and select Check Accessibility.
  3. Fix any issues identified in the Accessibility pane.
  4. Go to File and select Save As or Export.
  5. Under File Format, select PDF.
  6. Select Best for electronic distribution and accessibility, if available.
  7. Select Export or Save.

Tip: If your version of PowerPoint offers multiple PDF quality options, choose the option that preserves accessibility rather than the smallest file size.

Avoid Print to PDF

Printing to PDF may preserve the visual appearance of a file, but it often removes or weakens accessibility information such as headings, tags, links, and reading order.

  1. Do not use Print and then choose Print to PDF as your main method.
  2. Use Save As, Save a Copy, or Export instead.
  3. Look for accessibility-related options before completing the export.
  4. Preserve document tags whenever that option is available.

Tip: Think of “Print to PDF” as creating a visual copy, not a fully structured accessible document.

Review the Final PDF Before Sharing

After exporting, open the PDF and do a quick quality check before sending it to students or posting it with seminar materials.

  1. Open the PDF.
  2. Confirm that the text can be selected and copied.
  3. Test any links to make sure they work.
  4. Check that images, charts, and slide content appear correctly.
  5. Confirm that the file name is clear and descriptive.
  6. If you have access to Adobe Acrobat Pro or another PDF accessibility checker, run a PDF accessibility check.

Tip: If you find a problem in the PDF, go back to the original Word or PowerPoint file, fix it there, and export the PDF again.

Downloadable Resources

Additional Resources

Common Questions

Is a PDF automatically accessible?

No. A PDF may look correct visually but still lack headings, tags, alt text, logical reading order, or accessible links. Start with an accessible source file and export it carefully.

Should I fix accessibility problems in the PDF or the original file?

Whenever possible, fix problems in the original Word document or PowerPoint presentation, then export the PDF again. This is usually faster and creates a better final file.

Can I use Print to PDF?

Avoid Print to PDF for materials that need to be accessible. Use Save As, Save a Copy, or Export options that preserve document structure and accessibility tags.

Should I share the Word or PowerPoint file instead of a PDF?

Sometimes, yes. If participants need to edit, enlarge, navigate, or use the file with assistive technology, the original accessible Word or PowerPoint file may be more useful than a PDF.

Need Help?

UDOLLI moderators who have questions about accessibility or training resources may contact the UDOLLI office at udolli@udayton.edu or 937-229-2605.
 

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