The first step in creating an accessible PDF from Microsoft Word is to ensure that the original Word document is accessible. Make sure to follow the core steps for accessibility as outlined in the Documents guidance.
Starting with an accessible Word document, a goal when exporting to PDF is to do so in a way that preserves the document structure of the Word document, including heading levels, alternate text for images and markup that explicitly identifies lists, tables, document language and other content that is important for accessibility.
When working with Word documents, UWM students, faculty and staff are encouraged to use the most current version of Microsoft 365 on computers owned by UWM. You can create accessible PDFs using Word on your computer (the desktop app) or Word in your browser (the online version). Learn about accessing and using Microsoft 365 at UWM if you currently do not have access to the software.
Creating a PDF from Microsoft Word
Microsoft Word (Online Version)
From the File menu, select “Export…” and choose “Download as PDF” from the options provided. By default, this produces a PDF that preserves the document structure and helps with accessibility. The next step is to review the Accessibility Tags of the PDF output for accuracy.
Microsoft Word for Windows (Desktop App)
From the File menu, select “Save As…” and choose where you want the file to be saved. In the Save As dialog box, select PDF from the Save As type list. By default, this produces a PDF that preserves the document structure and helps with accessibility. The next step is to review the Accessibility Tags of the PDF output for accuracy.
Microsoft Word for Mac (Desktop App)
From the File menu, select “Save As…” and choose “PDF” from the options provided. By default, this produces a PDF that preserves the document structure and helps with accessibility. The next step is to review the Accessibility Tags of the PDF output for accuracy.
When saving, be sure the radio button labeled “Best for electronic distribution and accessibility” is selected.
