Quick Tips and Common Mistakes

Do's and Don'ts

Follow these essential do's and don'ts to ensure your exported PDFs are accessible.

DO: Build accessibility into your source document

  • DO use heading styles (Word) or slide titles (PowerPoint)
  • DO add alternative text to all meaningful images
  • DO use descriptive link text that makes sense out of context
  • DO use built-in features (lists, tables, styles)
  • DO run the Accessibility Checker before exporting
  • DO set document properties (title, author, subject)

DO: Export with the right settings

  • DO use "Save As" and select PDF format
  • DO click Options and enable "Document structure tags for accessibility"
  • DO verify the PDF works after exporting

DON'T: Use manual formatting instead of structure

  • DON'T make text bold or large instead of using heading styles
  • DON'T type bullets or numbers manually instead of using list formatting
  • DON'T use spaces or tabs for layout instead of proper formatting
  • DON'T create fake tables using tabs and lines

DON'T: Skip critical accessibility features

  • DON'T leave images without alternative text (unless decorative)
  • DON'T use color alone to convey meaning
  • DON'T ignore Accessibility Checker errors
  • DON'T skip checking reading order in complex layouts

DON'T: Use the wrong export method

  • DON'T use "Print to PDF" – this creates inaccessible image-based PDFs
  • DON'T forget to enable "Document structure tags for accessibility" in Options
  • DON'T use third-party converters that may strip accessibility features

Common pitfalls to avoid

These are the most frequent mistakes people make when creating PDFs. Avoiding them will save you time and improve accessibility.

Pitfall 1: Using "Print to PDF"

The problem: Print to PDF creates an image-based document without tags, structure, or any accessibility features. Screen readers cannot access the content.

The solution: Always use File > Save As > PDF with "Document structure tags for accessibility" enabled.

Pitfall 2: Missing alternative text

The problem: Images without alt text are announced as "image" or skipped entirely by screen readers, leaving users without important information.

The solution:

  • Add alt text to all informative images before exporting
  • Mark purely decorative images as "decorative"
  • Keep descriptions concise but meaningful

Pitfall 3: No heading structure (Word)

The problem: Documents without headings lack structure. Screen reader users cannot navigate by headings or understand document organization.

The solution:

  • Use Heading 1, Heading 2, Heading 3, etc. from the Styles menu
  • Don't skip heading levels
  • Don't just make text bold and large – use actual heading styles

Pitfall 4: Missing or generic slide titles (PowerPoint)

The problem: Slides without titles or with generic titles like "Slide 1" make navigation impossible for screen reader users.

The solution:

  • Give every slide a unique, descriptive title
  • If you don't want the title visible, hide it using the Selection Pane (but keep it for accessibility)

Pitfall 5: Poor color contrast

The problem: Light text on light backgrounds or dark text on dark backgrounds is hard or impossible to read for people with low vision.

The solution:

  • Use high contrast: dark text on light backgrounds or light text on dark backgrounds
  • Test contrast ratios (4.5:1 minimum for normal text)
  • Check your slides/document on different screens

Pitfall 6: Unclear link text

The problem: Links saying "click here" or showing only URLs don't make sense when read out of context by screen readers.

The solution:

  • Use descriptive text: "Download the budget report" instead of "click here"
  • Link text should describe the destination
  • Avoid generic phrases like "more info" or "read more"

Pitfall 7: Forgetting to enable document tags

The problem: Exporting to PDF without checking the Options box for "Document structure tags for accessibility" produces a PDF without proper tags.

The solution:

  • Always click Options in the Save As dialog
  • Verify "Document structure tags for accessibility" is checked
  • Make this a habit every time you export to PDF

Pitfall 8: Complex reading order not checked

The problem: Content read in the wrong order confuses screen reader users. This happens with multi-column layouts, text boxes, or sidebars.

The solution:

  • In PowerPoint: Use the Selection Pane to check and adjust reading order
  • In Word: Use simple layouts and built-in features when possible
  • Test with a screen reader if available

Final accessibility checklist

Use this checklist before exporting any Word or PowerPoint document to PDF. It covers the essential accessibility requirements.

For all documents (Word and PowerPoint)

  • ☐ All images have alternative text (or are marked decorative)
  • ☐ Links use descriptive text (not "click here" or bare URLs)
  • ☐ Color is not the only way information is conveyed
  • ☐ Text has sufficient contrast against backgrounds
  • ☐ Document properties are set (title, author, subject)
  • ☐ Accessibility Checker has been run and errors fixed
  • ☐ Exporting using "Save As" (not "Print to PDF")
  • ☐ "Document structure tags for accessibility" is enabled in Options

Word-specific checklist

  • ☐ Heading styles used properly (Heading 1, 2, 3, etc.)
  • ☐ Heading levels don't skip (no H1 to H3 without H2)
  • ☐ Lists created using bullet/numbering buttons (not manual)
  • ☐ Tables use Insert Table feature (not tabs/spaces)
  • ☐ Table headers are properly defined
  • ☐ No use of empty paragraphs or spaces for layout

PowerPoint-specific checklist

  • ☐ Every slide has a unique, descriptive title
  • ☐ Reading order is logical (checked via Selection Pane)
  • ☐ Built-in slide layouts used (not free-floating text boxes)
  • ☐ Content makes sense without animations
  • ☐ Slides are not cluttered or overly complex

After exporting - quick PDF test

  • ☐ Open PDF in Adobe Acrobat Reader
  • ☐ Try Tab key to navigate (should move through content logically)
  • ☐ Check File > Properties > Description (title should be set)
  • ☐ Visually scan for any obvious issues

Quick reference guide

Keep this quick reference handy when creating PDFs from Microsoft 365.

The 3 rules for accessible PDFs

  1. Build accessibility into your source document – Use proper structure, headings, alt text, and built-in features
  2. Run the Accessibility Checker – Fix all errors before exporting
  3. Export correctly – Use "Save As PDF" with document structure tags enabled

The #1 thing to remember

Never use "Print to PDF"

This single mistake makes your PDF completely inaccessible. Always use File > Save As > PDF with "Document structure tags for accessibility" checked in Options.

Top 5 accessibility features to include

  1. Structure: Heading styles (Word) or slide titles (PowerPoint)
  2. Alt text: Descriptions for all meaningful images
  3. Descriptive links: Link text that makes sense on its own
  4. Good contrast: Readable text-to-background ratios
  5. Document tags: Enabled when exporting to PDF

Where to get help

  • In Word/PowerPoint: Review tab > Check Accessibility
  • Microsoft Support: Search for "Office accessibility" or "accessible PDFs"
  • IT Accessibility Office: Contact your organization's accessibility team for questions

Time-saving tip

The fastest way to create accessible PDFs is to build accessibility in from the start. It takes much less time to use heading styles and add alt text as you work than to fix an inaccessible document later.

You can do this!

Creating accessible PDFs from Microsoft 365 is straightforward when you follow these practices:

  • Use built-in features (headings, lists, layouts)
  • Add alt text to images
  • Run the Accessibility Checker
  • Export with "Save As PDF" and document structure tags

These small steps make a big difference for people with disabilities. Every accessible PDF you create helps build a more inclusive workplace and community.

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