down arrowMenu

Information Technology

Create Accessible PDFs from Microsoft Word Documents: The Basics

Adobe Acrobat Pro DC for Windows

The first rule to creating accessible PDFs-DON'T DO IT! Making a web page accessible to people with disabilities is far easier than making a PDF accessible. Microsoft Word documents are easier to make accessible than PDFs.

PDFs are found everywhere. They are Portable Document Format files, which means just about any computer can open them. Many people link to PDFs on a website. A PDF on a website needs to be downloaded for a screen reader user to access. If you really need to create a PDF, there are ways to make it more accessible to people with disabilities. On this page there are some basic steps to make a PDF accessible, but for complete information consult the Adobe website.

Start With An Accessible Word Document

First, create an accessible Word document. Some accessibility will carry over from Word to PDF. After ensuring that your Word document is accessible, select Save as Adobe PDF. Do not use the "Print to PDF" option.

File: Info: Save as PDF

In the following dialog box, select the Options button:

option button for saving as a pdf

Make sure the box is checked for Enable Accessibility and Reflow with tagged Adobe PDF:

Option: Enable Accessibility and Reflow with tagged Adobe PDF

Select OK, then Save.

Make your PDF Accessible in Adobe Acrobat Professional (DC)

These actions can be performed on any PDF.
Open your document in Acrobat Pro (not Acrobat Reader).
Under the Tools shortcut list (right sidebar), choose Action Wizard.
If you don’t see the Action Wizard in your shortcuts, go to the top Tools tab and add the Action Wizard.

Action Wizard in right sidebar

In the Action Wizard, choose Make Accessible:

Make Accessible inside of Action Wizard

Start the Accessibility Wizard to check for accessibility features and issues,and follow the prompts:

Start accessibility wizard

As you work through the checklist, checkmarks appear next to the accessibility tasks.

checked tasks in accessibility checker

The last step in the wizard is to check the whole document for accessibility. You will get a dialog box with choices for accessibility checks. Generally the default choices are fine (all accessibility choices have boxes checked). Choose Start Checking:

Accessibility Checker Options

On the left, you will find the Accessibility Checker with issues marked. If the Accessibility Wizard did its job correctly, you will see only green check marks or question marks on blue circles next to the accessibility features.

The question marks indicate that you need to do a manual check of the issue in question- it cannot be checked for accessibility automatically. In this instance the first manual check needed is Logical Reading Order.

Check Logical Reading Order

On the left sidebar in Acrobat, choose the Tags icon. (If you don't see the Tags icon, select the View menu and under Show/hide > Navigation Panes, select Tags).

Tags icon

Expand the Tags tree

Tags tree expanded

Operations performed in the Tags panel cannot be undone with the Undo command. Save a backup copy of a document before you begin work on it in the Tags panel.

Select the Options icon and ensure "Highlight Content" is selected.

Highlight content in main document window

Select each tag in the panel and make sure the tag order matches the order in the main document window. When you select a tag on the left, the item in the main document window to the right will be highlighted. Select the first tag in your list and ensure it matches the first item in your document. Using your down arrow, move through the list of Tags while seeing if the highlighted elements follow the logical reading order of the document. If the tags don't match the logical reading order, you can drag the tags around in the panel on the left.

Color Contrast

The other “Manual check” in this example that is needed is Color Contrast. If you have black text on a white background your color contrast is good, and you can mark that item as “Passed”. If you want to use another high contrast color combination:

  1. Choose Edit > Preferences (Windows) or Acrobat: Preferences (Mac OS).
  2. Click Accessibility.
  3. Select Replace Document Colors, and then select Use High-Contrast Colors. Choose the color combination that you want from the drop-down list, and then click OK.

High contrast colors for accessibility

Again, for complete information consult the Adobe website.