Exporting Accessible PDFs from Word 365

Ensuring document accessibility

Word documents converted to PDF are commonly used for reports, forms, and sharing final documents. Before exporting to PDF, your Word document must be accessible first.

📚 Prerequisites: Word accessibility fundamentals

This lesson assumes you've already made your Word document accessible. If you need to learn or review Word accessibility basics, see:

Final Accessibility Assistant review

Before exporting to PDF, run Word's Accessibility Assistant one final time to address any remaining issues (Review tab > Check Accessibility).

Accessibility Assistant guidance

For detailed information about using the Accessibility Assistant, see Global M365 Document Techniques.

Exporting to PDF with accessibility tags

Using the correct export method is crucial for creating accessible PDFs from Word 365.

Recommended method: Save As PDF

This is the most reliable method for accessible PDFs from Word 365.

  1. Click File > Save As
  2. Choose where to save the file
  3. In the "Save as type" dropdown, select PDF (*.pdf)
  4. Important: Click the Options button
  5. In the Options dialog, make sure these are checked:
    • "Document structure tags for accessibility" - This is the most critical setting
    • "ISO 19005-1 compliant (PDF/A)" if archival format is needed
  6. Click OK
  7. Click Save

Critical: Avoid these export methods

Never use:

  • "Export" to PDF – May not include all accessibility features
  • "Print to PDF" – Creates an image-based PDF without any accessibility features
  • Third-party PDF converters – Often strip accessibility information

Always use Save As with Options and ensure "Document structure tags for accessibility" is checked.

After exporting

Open your PDF and do a quick check:

  1. Open in Adobe Acrobat Reader (free version) or your preferred PDF reader
  2. Try keyboard navigation – press Tab to move between links and form fields
  3. Test with screen reader software if available (Narrator is built into Windows)
  4. Check File > Properties > Description to verify title and metadata transferred
  5. If available, use the Accessibility Checker in Adobe Acrobat Pro for detailed analysis

Essential tips for accessible Word PDFs

PDF export-specific considerations

  • Bookmarks transfer automatically: Word headings become PDF bookmarks for navigation
  • Form fields carry over: Word form controls become interactive PDF form fields
  • Table structure preserved: Properly formatted Word tables maintain accessibility in PDF
  • Reading order follows document flow: Simple layouts translate well; complex layouts may need review
  • Hyperlinks remain functional: Both internal and external links work in PDF
  • Document properties transfer: Title, author, and metadata from Word appear in PDF

Key takeaway

PDF accessibility starts in Word. Focus on proper document structure, meaningful headings, alt text, and accessible formatting during Word creation. Then use the correct export method ("Save As PDF" with document structure tags) to preserve that accessibility in the final PDF.

Remember: This lesson focused on the export process. For comprehensive Word accessibility training, complete Module 4 – Word Accessibility Techniques .

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