Prepare a PDF for Accessibility Using MS Word

Prepare a PDF for Accessibility

An accessible MS Word template is included with this article.   

1. Start with Accessibility in Word

1.1 Add a Title

  1. At the top of your document, type the full title.
  2. Apply the built-in Title style.
    • Go to Home > Styles > Title.

Title button

1.2 Use Heading Styles
Use built-in headings for structure:

  • Home > Styles > Heading 1, Heading 2, etc.

Benefits:

  • Screen readers use headings to navigate.
  • Document structure becomes semantic and readable.

 

1.3 Add Alternative Text for Images

 

  1. Right-click image → Edit Alt Text.
  2. Enter a descriptive text.
    • Keep it concise but meaningful.


1.4 Check Color Contrast & Font

  • Use sufficient contrast.
  • Avoid color-only meaning (e.g., red for errors).
  • Stick with readable fonts (Arial, Calibri).

2. Use Word’s Accessibility Checker

2.1 Open Accessibility Checker

  1. Go to Review tab.
  2. Choose Check Accessibility.

2.2 Review Issues
The Accessibility Pane shows:

  • Errors
  • Warnings
  • Tips

Address each item:

  • Click an issue to jump to it in the doc.
  • Fix problems like missing alt text or missing headings.

3. Prepare Document Before Saving as PDF

3.1 Check Document Properties

  1. Go to File > Info.
  2. Add Title + Author + Tags.

This helps with assistive technologies and PDF metadata. Tags can be keywords associated with the document (in quotes, separated by commas, i.e.: “courses”, “animal science”.)

3.2 Ensure Hyperlinks Are Descriptive

  • Use meaningful text (e.g., “Download Guide”) instead of full URLs.

4. Save as PDF (Accessible)

4.1 Save As PDF

  1. Go to File > Save As.
  2. Choose PDF (*.pdf).
  3. Click Options.
  4. Make sure Enable accessibility is checked.
  5. Save.

5. Open the PDF & Check Accessibility

After saving:
5.1 Open in Adobe Acrobat
If you have Adobe Acrobat Pro:

  • Go to Tools > Accessibility.
  • Choose Check for Accessibility.

5.2 Automatically Tag PDF

  • Choose automatically tag PDF

 

 

 

5.3 View the Accessibility Checker Report
The report will list:

  • Issues found
  • Fix recommendations

Use this to correct in Word & re-export.

Tips for Better Accessibility

✔ Use real text instead of images of text
✔ Provide clear link text
✔ Avoid tables for layout
✔ Add captions for tables & figures
✔ Run Accessibility Checker again after edits
Mike Woolsey
michael.woolsey@uwrf.edu

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