Most Adobe PDF documents begin on computers as Microsoft Word documents; then
are converted to PDFs at the end of the process for distribution. This guide explores
how to produce a Microsoft Word document so that, when exported to an Adobe PDF
document, it will allow screen readers to correctly and completely read the document.
There are many elements that affect accessibility in a document, such as color use and
contrast. However, the main focus of this guide is to make you aware of how to format
Microsoft Word documents so that screen readers can read your exported PDF files
properly. For more detailed information about colors and contrast, please reference the
Other References page at the end of this document.
Instructions for creating accessible PDF’s from scanned documents are also included in
this guide.
Tips for Structuring a Microsoft Word Document for an Accessible PDF Export:
The following are suggestions for structuring a Word document for easier conversion to
PDF.
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Keep Your Word Document Layout Simple: Keep all of your content in a linear
single column progression. This will allow screen readers to obtain a proper
reading order of your document. More complex document layout design can
scatter the document’s reading order for screen readers. Complex documents
will need to be corrected manually after conversion by using the TouchUp
Reading order feature of Adobe.
Use Styles Instead of Text Attributes: To provide structure to your document use
the style formatting tool instead of the text bolding feature for text editing. Some
screen readers can read out the document's heading labels along with the
document's text. For example, the reader will read out loud "Heading 3"
for the heading above this paragraph. These headers will
become bookmarks in the PDF.
Create Alternative Text for Photographs or Graphic Images within Microsoft
Word: Right mouse click your document image and select the Format Object
from the popup menu and click the Web tab to type an alternative text passage in
the text field describing the image.
Add Hyperlinks to your Documents: If you want the screen reader user to access
a web link from your PDF, use the Microsoft Word's Hyperlink tool by selecting
the Insert menu and choose the Hyperlink… menu to hyperlink a web address.
Use Standard Text Fonts: Use standard text fonts such as Times New Roman
and Arial.
Data Tables: Avoid nested tables. Use the Insert – Table option instead of
creating a table with text boxes or layers.
Read the Table guidelines tips section found in the Other References section at
the end of this document.
Add a Blank Page to the End of Your Document: Make sure you add one blank
page at the end of the word document or else the accessible screen reader may
Guide to Creating Accessible Documents