Step-by-Step Guide
Start with an Accessible Source File
The strongest accessible PDFs begin with accessible Word documents or PowerPoint presentations. It is usually much easier to correct the original file than to repair the PDF later.
- Open the original Word document or PowerPoint presentation.
- Check that headings, slide titles, lists, tables, and links are properly structured.
- Add alternative text to meaningful images, charts, and graphics.
- Remove unnecessary images of text when real text can be used instead.
- Use readable fonts, strong contrast, and clear spacing.
Tip: If the Word document or PowerPoint presentation is not accessible, the PDF 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.
- Open the file in Word or PowerPoint.
- Go to the Review tab.
- Select Check Accessibility.
- Review the results in the Accessibility pane.
- Correct the errors and warnings that apply to the document or slides.
- Save the corrected Word or PowerPoint file before exporting to PDF.
Tip: Run the Accessibility Checker again after making corrections to confirm that no new issues were introduced.
Save a Word Document as an Accessible PDF on Windows
When saving from Word on Windows, make sure the PDF keeps accessibility structure tags.
- Open the accessible Word document.
- Go to File.
- Select Save As, Save a Copy, or Export.
- Choose PDF as the file type.
- Select Options.
- Make sure Document structure tags for accessibility is checked.
- Select OK.
- Save or publish the PDF.
Tip: The Document structure tags for accessibility option helps preserve the structure assistive technology uses to navigate the PDF.
Save a Word Document as an Accessible PDF on Mac
On Mac, use the PDF option intended for electronic distribution and accessibility.
- Open the accessible Word document.
- Go to File and select Save As or Save a Copy.
- Choose a file name and location.
- Under File Format, select PDF.
- Select Best for electronic distribution and accessibility, when available.
- 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 meaningful slide titles, logical reading order, alternative text, and readable formatting.
- Open the accessible PowerPoint presentation.
- Go to the Review tab and select Check Accessibility.
- Correct the accessibility issues identified in the presentation.
- Go to File.
- Select Save As, Save a Copy, or Export.
- Choose PDF as the file type.
- Select Options.
- Make sure Document structure tags for accessibility is checked.
- Save or publish the PDF.
Tip: Review slide titles and reading order before exporting. Those elements are much easier to correct 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.
- Open the accessible PowerPoint presentation.
- Go to the Review tab and select Check Accessibility.
- Correct the issues identified in the Accessibility pane.
- Go to File and select Save As or Export.
- Under File Format, select PDF.
- Select Best for electronic distribution and accessibility, when available.
- Select Export or Save.
Tip: When 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.
- Do not use Print and then choose Print to PDF as your primary method.
- Use Save As, Save a Copy, or Export instead.
- Look for accessibility-related options before completing the export.
- Preserve document tags whenever that option is available.
Tip: Think of Print to PDF as creating a visual copy rather than a fully structured accessible document.
Review the Final PDF Before Sharing
After exporting, open the PDF and complete a basic quality review before emailing it or posting it with seminar materials.
- Open the PDF.
- Confirm that the text can be selected and copied.
- Test the links to make sure they work.
- Check that images, charts, headings, and slide content appear correctly.
- Confirm that the file name is clear and descriptive.
- Use Adobe Acrobat Pro or another PDF accessibility checker when one is available.
- Continue to the final training in this series for a broader manual file review.
Tip: When you find a problem in the PDF, return to the original Word or PowerPoint file, correct it there, and export the PDF again.
Your Product from Training 3
You should now have a PDF exported from an accessible Word document or PowerPoint presentation, with document structure preserved and a basic post-export review completed.
Common Questions
Is a PDF automatically accessible?
No. A PDF may look correct visually while lacking headings, tags, alternative text, logical reading order, or accessible links. Start with an accessible source file and export it carefully.
Should I correct accessibility problems in the PDF or the original file?
Whenever possible, correct problems in the original Word document or PowerPoint presentation and then export the PDF again. This is usually faster and creates a stronger 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. When 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.
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