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.