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Equity, Diversity and Inclusion
Equity, Diversity and Inclusion
Accessibility at UB

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