How to Export an Accessible PDF from Microsoft Word

Before You Export (Important!)

Before converting to PDF, make sure your Word document is already accessible:

  • Use built-in Styles for headings (Heading 1, Heading 2, etc.)
  • Add alt text to images, charts, and graphics
  • Ensure tables have header rows and simple structure
  • Use meaningful hyperlink text (avoid “click here”)
  • Set the document language
  • Run the Accessibility Checker in Word by going to Review → Check Accessibility

Step-by-Step: Exporting an Accessible PDF (Recommended Method)

Step 1: Open Your Word Document

  • Open the final version of your document in Microsoft Word (Windows or Mac).

Step 2: Go to “Save As” or “Export”

  • Windows
    • Click File → Save As
File menu selected in Microsoft Word. There is a red circle surrounding the option "Save As" indicating to select this option.
  • Mac
    • Click File → Save As
File menu dropdown selected in Microsoft Word on a Mac computer. There is a red circle surrounding "Save As" indicating to select this option.

Step 3: Choose PDF as the File Format

  • In the File Format / Save as type dropdown, select:
    • PDF (*.pdf)
  • Windows:
Save as type dropdown box selected in Microsoft Word on Windows. There is a red circle surrounding "PDF" indicating to select this choice.
  • Mac:
File Format dropdown box in Microsoft Word on a Mac. There is a red circle surrounding the option "PDF" indicating to make this choice.

Step 4: Open PDF Options (Critical Step)

This step ensures accessibility features are included.

On Windows:

  1. In the Save As dialog, click More Options…
  2. In the Options window:
    • Check “Document structure tags for accessibility”
    • Check “Document properties”
    • (Optional but recommended) Check “Create bookmarks using headings”
    • In the Options window:
      • Check “Document structure tags for accessibility”
      • Check “Document properties”
      • (Optional but recommended) Check “Create bookmarks using headings”
In the "Save As" dialog within MIcrosoft Word on Windows. There is a red circle surrounding "More Options" indictating to select this choice.
A red circle surrounding "Options" on Microsoft Word.
Options menu displayed in Microsoft Word in Windows. A red circle surrounds "Create Bookmarks using Headings" as well as "Document Properties" and "Document structure tags for Accessibility" indicating to select these options.
On Mac:
  • When PDF is selected as the export format, make sure you select “Best for electronic distribution and accessibility” below the format box
Export menu on a Mac. A red circle surrounds "Best for electronic distribution and accessibility" indicating to select this option.

Step 5: Save the PDF

Click Save on Windows.

Click Export on Mac.

Your PDF is now exported with:

  • Tags
  • Reading order
  • Headings
  • Lists
  • Table structure (if properly built in Word)

Optional but Strongly Recommended: Verify the PDF

Step 6: Check the PDF in Adobe Acrobat Pro

If available:

  1. Open the PDF in Adobe Acrobat Pro
  2. Select All tools → Prepare for accessibility
  3. Run Accessibility Check

This helps confirm:

  • Tags are present
  • Headings are recognized
  • Images have alt text
  • Language is set