Using the built-in accessibility checker in Word
You can check the accessibility of your document in Word by using its built-in checker. The ‘Check Accessibility’ button is available under the ‘Review’ menu. This will highlight any accessibility-related problems with your document, describe why you should fix them, and give you guidance on how to do so.
You can also have the Accessibility Assistant check your work while you are writing by checking the ‘Keep accessibility checker running while I work’ option available in the Accessibility Settings, from the ‘Settings’ link at the bottom of the Accessibility Assistant.
Saving or exporting your document as a PDF
If you need to save or export a Word document as a PDF, first make sure your document has no accessibility issues.
When you save or export choose ‘Adobe PDF’, there will usually be an ‘Options’ button next to the save or export button. In this options menu ensure that the following options are selected in the PDF creation settings:
- Enable ‘tagged PDF’
- Enable ‘Convert embedded Office objects to images’
- Create bookmarks using Word headings
Creating a tagged PDF is especially important for accessibility. It ensures that information about document structure such as headings, lists and alternative text will be available within the PDF document.
Once you have saved your document as a PDF, you will need to use the Adobe Acrobat accessibility checker to make sure that your document hasn’t developed any issues. For example, any objects such as tables or charts that have been converted to images will now need alt-text added in Adobe.