Assigning headings in documents is an important accessibility feature. This section lists the steps to create an accessible pdf. Word has many features builtin that help people with different abilities to read and author documents. To create an accessible table in microsoft word, use the table properties by right clicking on the table. The preferred method is to click on the acrobat tab on the ribbon in microsoft word. Take a few moments to get acquainted with these steps to ensure that forms you create are fully accessible to everyone. By default this produces a pdf that preserves the documents. Pdf accessibility converting documents to pdfs webaim. If you have the option to create your forms in html, this is an easier and more accessible option. It is a comprehensive and very well done guide on how to create accessible pdfs.
Accessible pdf files can be created without installing the adobe acrobat addin. Both formats are rather cumbersome when it comes to creating forms. See how to create accessible pdf documents for tips on accessible pdfs. To create a simple table, follow these steps to ensure it is accessible. Accessibilityassistant create accessible pdf files directly from word on september 23, 2018 a new eu directive entered into force, which aims to ensure the availability of public companies websites and mobile applications. Post documents as pdfs because they are more accessible than word documents. If you scan a document using a flatbed scanner or photocopier, the resulting document is simply a. He then introduces two workflows for creating accessible.
A littleknown fact is that microsoft word includes several features that make creating accessible word documents easy. Once youve addressed any issues found by the accessibility checker, office will use that information to create accessibility tags in the pdf. Follow responsive design principles that support accessibility on different types of devices. In the ribbon, click the acrobat tab, and then select create pdf.
Pdf creates files that look the same when printed as when exchanged electronically. Learn how to create an accessible pdf file from your word document. While the screenshots and specific menus described below are from microsoft word, the general principles are applicable to creating accessible word documents with any word processing software. If you will be exporting word documents into pdf format, do as much work as possible in word first before exporting to pdf.
There are some simple design principles and steps to take in writing word documents to make sure that everyone can access them. These features include the heading structure, alternate text for images, and the markup that identifies lists, tables, document language, and any other content relating to the documents accessibility. This website explains and shows through screen shots howto create the various elements that help make a pdf file accessible. It is recommended to use microsoft word or adobe indesign to create your pdf documents, as these programs allow you to save your original document to an accessible pdf format. Creating an accessible microsoft word document web. Creating accessible documents word and pdfs disability. For word, the table must have a proper reading order as screen readers read tables from lefttoright and uptodown.
Overview we want to make your document accessible to everyone, especially for people who use assistive devices. The best way to make an accessible pdf from a word document is to use the acrobat ribbon that. This action will convert the document into one large imagelosing all text and accessible features. If the text in your pdf is an image and not selectable text, convert it to text. Accessible word document office 2019 pdf document structure styleheadings headings.
Save microsoft word file as accessible pdf teaching innovation. Prerequisites this tutorial assumes users have working knowledge of microsoft word and their preferred pdf program. Use the six core skills to accessify your documents. How to use adobe pdfmaker in word accessible document. In this coursecompletely revised for 2018chad chelius shows how to take an existing pdf file and remediate it for users of assistive software.
Pdf baseline test process ms word, september 2017 pdf detailed checklist ms word, september 2017. Jun 19, 2012 adobe provides this quick reference card in pdf file format by the way, which provides more details and screen captures in an easytofollow twopage guide for getting word documents to accessible. Here are five ways to make your word documents more accessible. I am using the word listing heading styles, but when i create a accessible pdf, heads 25 are tagged as images, not text. You can create an accessible word document in word 2011, but if you ultimately. Cite examples of ms word features that will create better pdf documents. Converting a microsoft word document to an accessible pdf. Jan 31, 2018 a littleknown fact is that microsoft word includes several features that make creating accessible word documents easy. How to create optimized and accessible pdfs for your website. Word 2010 for windows creating accessible documents. How to create accessible pdf documents these helpful tips on creating accessible documents in microsoft word come from the disabled students program.
When creating web content, there are basic steps that you should be followed in order to ensure your content is accessible. Combining tagged and untagged pdfs results in a partially tagged pdf that isnt accessible to people with disabilities. The make accessible action walks you through the steps required to make a pdf accessible. This website explains and shows through screen shots howto. Follow these suggestions, and youll be well on your way to more accessible. The fastest and easiest way to make sure your pdf is accessible is to run the accessibility checker first. You will be prompted to choose a file name and location for the pdf file that will. Follow the directions provided in seven steps to creating an accessible word document to easily create an accessible word document. Using adobe acrobat pro, you can take the following steps to improve the accessibility of an existing document. Headings create a hierarchy in the document that a screen reader can follow. Develop reusable accessible design templates to reduce the level of effort to create accessible electronic content. The text within word documents can be read by assistive technologies such as.
This topic gives you stepbystep instructions to make your word documents accessible to people with disabilities. Starting with an accessible word document, a goal when exporting to pdf is do so in a way that preserves the accessibility features of the word document, including heading structure, alternate text for images, and markup that explicitly identifies lists, tables, document language. If you create forms from other base file formats indesign, quarkxpress, etc many of the principles for the accessibility and usability of the final product that are covered in this document will still apply. Check each of the following topics to create an accessible powerpoint using office 365. How to use adobe pdfmaker in word accessible document solutions. This will help ensure that the pdf is accessible as possible, and will make it easier to update the document moving forward. Adding accessibility tags to pdf files makes it easier for screen readers and other assistive technologies to read and navigate a document, with tables of. Although newer versions of office do allow you to use the save as command, some formatting critical.
Ms word is often used to create pdf and html files for websites. He then introduces two workflows for creating accessible pdfs from scratchone in word and one in indesignwith some special considerations for excel and powerpoint. How to create accessible word documents fresno unified. Avoid using enter to create space between paragraphs. This will not pass any accessibility information on to the pdf file. Use the title style for the name of the formdo not put it in the header of the document. If you have complex tables it is highly recommended that a description or explanation of the table contents be included in the text of the document. Creating accessible word documents university of nevada. Once you have authored your microsoft word document with accessibility in mind, you are ready to convert it to an accessible pdf file. Go to file save as and select pdf from the choices provided. If youre creating a pdf by scanning a paper document, use optical character recognition ocr to make the pdf accessible to screen reader users. For steps, see creating accessible documents in microsoft word starting. Create accessible pdfs office support microsoft office support. Microsoft word provides an easy method for creating accessible simple tables.
It prompts to address accessibility issues, such as a missing document description or title. To create columns, do not use the tab key to make space between text columns or put text in a table. Creating accessible documents in microsoft word accessible. Three steps to creating an accessible pdf file without. For steps, see creating accessible documents in microsoft word starting with an accessible word document, a goal when exporting to pdf is do so in a way that preserves the accessibility features of the word document, including heading structure, alternate text for. That means you must use microsoft words builtin table builder to create proper table.
Learn what makes a pdf document accessible, and discover the easiest and most efficient way to create your own accessible pdf documents. If more complex tables are used it is recommended that a description or explanation of the table contents be included in the text of the document. Before you begin, please check that you have the correct settings as detailed below. Apr 22, 2015 learn what makes a pdf document accessible, and discover the easiest and most efficient way to create your own accessible pdf documents. For steps, see creating accessible documents in microsoft word. Accessible word document office 2019 pdf document structure. It is possible to create an accessible form in ms word, but if your ultimate format will be pdf, it is best to add the form elements after converting to pdf. How to create accessible word documents learning solutions. Feb 28, 2020 there are some simple design principles and steps to take in writing word documents to make sure that everyone can access them. To make an accessible pdf form from a word template, here are some basics. Word has limitations when it comes to making tables accessible.
The first step in creating an accessible pdf from microsoft word is to ensure that the original word document is accessible. The resources in this section were developed by the accessible electronic documents community of practice aed cop. Three steps to creating an accessible pdf file without adobe. Many of the steps simply incorporate principles of good design. If more complex tables are used it is recommended that a description or explanation of the table contents be included in the. Basic concepts of access and usability will be explored in. Seven steps to creating an accessible microsoft word document.
Creating accessible word documents university of nevada, reno. This will help ensure that the pdf is accessible as possible, and will make it. Accessibility documents create accessible documents. How to create optimized and accessible pdfs for your. When you share a pdf file, almost everyone can read it using free adobe reader software or the adobe reader mobile app. Create accessible pdfs from microsoft word documents. If at all possible, construct the table so it will read logically from left to right, top to bottom order. Create accessible pdf files new york state education. As explained in the overview of accessible documents, tables can be very difficult for screen reader users to understand unless they include markup that explicitly defines the relationships between all the parts e. For a more detailed and comprehensive list of accessibility recommendations refer to webaims wcag 2. In the save adobe pdf file as window, in the file name.
Follow the directions provided in seven steps to creating an accessible word document to easily create an. Microsoft word does not provide an easy method for creating accessible tables. Do not use tables for design layout unless you are creating ratings questions, then make sure to have column and row titlestable headers. Once youve addressed any issues found by the accessibility checker, office will use that information. How to create accessible word documents fresno unified web. Once you have an accessible word document, export it to a pdf in a way that preserves the accessibility features of the document. You create a document in either word or docs then saveas or export to a pdf file. Make your word documents accessible to people with. How to create accessible word documents web access. Seven steps to creating an accessible microsoft word. Take a few moments to get acquainted with these steps to ensure that forms you create are fully accessible to. Instructions and video tutorials will show you how to create accessible documents in word, indesign, and adobe acrobat. You will be prompted to choose a file name and location for the pdf file that will be generated. Some accessibility will carry over from word to pdf.
Recommended resource on how to create an accessible pdf. How to create accessible pdfs distilled into four bullet points. How to create accessible portable document format pdf documents that conform to the revised 508 standards. When you combine multiple pdfs into one tagged pdf, it is a good idea to retag the combined document.
Creating accessible ms word documents explore access. Then simply follow these next few steps to successfully convert the accessible word document into an accessible pdf file. Adobe provides this quick reference card in pdf file format by the way, which provides more details and screen captures in an easytofollow twopage guide for getting word documents to. When saving the document as a pdf, be sure to use the adobe acrobat pdf plugin to create the pdf. Despite some gains in recent years, creating accessible web content with word is not a straightforward process.
Use the space before and space after properties in your styles. Pdf portable document format is an open standard for formatting documents. Creating an accessible word document use style elements to format your document document properties. Once a word document has been made fully accessible, the content and associated styles can be translated into equivalent pdf tags and used to easily create accessible pdf documents. Word also offers the accessibility checker that locates elements that might cause problems for people with disabilities. The good news is that if you create pdfs this way, simply make your word and doc documents accessible and the accessibility traits will carryover into the pdf format. As of word 2011, it is unfortunately not yet possible to export to accessible pdf from a mac. Use acrobat pro to create an accessible pdf from multiple documents. In the ribbon, click the acrobat tab, and then select. Instructions from the us department of veterans affairs section 508 office. The core steps needed for accessibility are the same regardless of whether your document is in html, microsoft word, adobe pdf, or another document format. Creating an accessible pdf from a word document youtube.
To export a word 2016 document to pdf using windows. Creating accessible documents assistive technology. That means you must use microsoft word s builtin table builder to create proper table headers. Create accessible pdf files new york state education department. Microsoft word is currently the most widelyused word processor on the market.
While the screenshots and specific menus described. You can create an accessible word document in word 2011, but if you ultimately need to export the document to pdf that final step must be taken in windows. Below are some key components on how to make your document more accessible within microsoft word 2016. Before saving, select options and ensure that the document structure tags for accessibility option is selected. Publishing accessible documents how to publish on gov. Creating accessible pdfs from microsoft word accessible. This is the most important step in making your document readable by. Dont go to file print and then choose adobe pdf as the printer. Advocate for the use of authoring tools and document converters that enable users to easily create accessible documents. Microsoft word is a commonlyused application among individuals with a variety of disabilities, and is reasonably accessible.