CSU, Bakersfield
E-Learning Services
Global Links
Creating Accessible PDF with Word
The PDF is one of the most powerful and effective document formats for people to use today. Creating accessible PDF file has been a challenge for people with disabilities, particularly for those with print disabilities. The easy and simple way of creating accessible PDF is from Microsoft Word. Microsoft Word provides a rich structure and style for you to draft your document. Please follow the instructions below to create your accessible Word and PDF.
Step One: Creating an Accessible Word Document
- Use the styles and formatting from Word to build the logic structure of your document, such as H1, H2, H3...
- Use numbered or bulleted lists to list your items.
- Use the paragraph spacing feature to do the spaces between the paragraphs.
- Use the body text font at least 12.
- Add alternative text or alt text to any non text elements, such as graphics or images.
- Use column tool to display multi-column layout (Page Layout > Columns ).
- Add a heading row to your table (Insert > Table > Table Properties > Repeat as header row at the top of each page ).
- Use the Table of Contents for easy and pleasant navigation (Reference > Table of Contents ).
Step Two: Converting your Word to PDF
- Ensure you have Adobe Acrobat installed on your computer.
From Word menu, choose Adobe PDF and then select Change Conversion Settings, you will be prompted a window of Acrobat PDFMaker, choose default, and click Ok.
From Word menu, choose Adobe PDF and then select Convert to Adobe PDF.
- You will see a new window of PDF file you just converted from Word. Now you have successfully created your PDF file.
Step Three: Verifying your PDF file
- From Adobe Acrobat, choose Advanced, and Accessibility and then select Full Check. This will tell you how your PDF file is accessible.
- From Adobe Acrobat, choose Advanced, and Accessibility and then select Add Tags to Document if necessary.
- Evaluate your text reading order by saving your PDF as Text file or selecting Read Out Loud from View on the menu bar.
- Adobe Acrobat will allow you to edit or format your reading order by using its touch up reading order tool.
Save your PDF and enjoy reading.
