Best practice

Why Accessibility Matters in PDFs

  • Understand that PDFs are widely used for sharing government and business information
  • Recognize that 1 in 5 Canadians have a disability, and 90% of disabilities are invisible
  • Know that screen readers and other assistive technologies need proper PDF structure
  • Be aware of PDF/UA (ISO 14289) as the international standard for accessible PDFs
  • Understand that Microsoft 365 supports creating accessible PDFs with built-in features

Exporting Accessible PDFs from Word 365

  • Use heading styles (Heading 1, 2, 3, etc.) instead of manual formatting
  • Create lists using Word's bullet/numbering buttons, not manual typing
  • Add alternative text to all informative images
  • Use descriptive link text (not "click here" or bare URLs)
  • Run the Accessibility Checker before exporting (Review tab)
  • Set document properties (title, author, subject) via File > Info
  • Export using File > Save As > PDF, never "Print to PDF"
  • Always enable "Document structure tags for accessibility" in Options
  • Verify the exported PDF works by testing Tab navigation

Exporting Accessible PDFs from PowerPoint 365

  • Give every slide a unique, descriptive title
  • Add alternative text to all images, charts, and SmartArt
  • Ensure sufficient color contrast (4.5:1 for normal text, 3:1 for large text)
  • Use built-in slide layouts instead of free-floating text boxes
  • Check reading order using the Selection Pane for complex slides
  • Run the Accessibility Checker before exporting (Review tab)
  • Keep slides simple and uncluttered
  • Export using File > Save As > PDF or Create PDF/XPS
  • Always enable "Document structure tags for accessibility" in Options
  • Never use "Print to PDF" – it removes all accessibility features

Quick Tips and Common Mistakes

  • The #1 rule: Never use "Print to PDF" – always use Save As PDF with tags enabled
  • Build accessibility into source documents, don't try to fix it in PDF later
  • Always run the Accessibility Checker and fix all errors
  • Don't use manual formatting instead of proper structure (headings, lists)
  • Don't leave images without alternative text (unless decorative)
  • Don't skip heading levels (e.g., H1 to H3 without H2)
  • Don't use unclear link text like "click here"
  • Don't rely on color alone to convey information
  • Do test your PDF after exporting with keyboard navigation
  • Remember: An accessible source document + correct export = an accessible PDF
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