For almost every Word document at ASTHO, there’s a finished PDF (Portable Document Format). PDFs are not accessible by default, but there are a couple of easy things you can do to help make them better.
Note that Adobe Reader is the default PDF reader for most computer users across most operating systems.
Accessible Office Files Make for (More) Accessible PDFs
Accessibility-wise, the biggest head start you can give a PDF is to make sure it was created from an accessible file. Many of the accessibility features in Office will carry over into a properly-converted PDF.
Creating Accessible Office Files
The Accessible Word Documents resource can help you start your product on the right foot.
Convert Correctly
Whenever possible, create a PDF directly from Office, rather than using a printed document and a scanner. Generally speaking, an image-based PDF cannot be remediated for accessibility.
With Adobe Acrobat or Acrobat Pro
Acrobat is the best tool for creating accessible PDFs from well-structured Word and Powerpoint documents because it has advanced accessibility features. However, unlike Adobe Reader, Acrobat requires a paid license. You’ll know if you have Acrobat installed if you see the Acrobat tab at the end of the ribbon in Word or PowerPoint.
If you have the Acrobat tab, open it and then select “Create PDF.” This method helps preserve more of the accessibility features during the file conversion.
Save As
If you do not have Acrobat installed the next best option is to use “Save As” to convert a file to a PDF but note that it may not preserve all accessibility features as effectively.
Windows
In Windows, choose “Save as Adobe PDF” from the File menu.
Mac
On a Mac, choose “Save As” from the File menu and then choose “PDF” from the File Format dropdown (it will be listed as an “Export Format”).
Avoid Print to PDF
When printing a document, you might have come across an option to “Print to PDF.” Avoid using this option. PDFs generated through the print process will only retain the text and images, resulting in the loss of crucial structural information.
Add in Document Properties
Document properties from an Office file should carry over into a correctly converted PDF. However, if you forgot or you have changes, the properties usually can be edited in any version of Adobe.
PDF Document Properties
- Select “Menu” at the top of the window.
- Choose “Document Properties.”
- Make changes where they are needed and select “OK.”
Digging Into Remediation
Further PDF remediation can get complex. Please reach out to the accessibility workgroup at accessibility@astho.org if you are interested in learning more on the subject. If there is a critical mass of interest, we will work with our graphic designers to create a resource that touches on subjects like PDF tag structure and reading order.