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The workflow covers preparing an accessible Word source (titles, structured headings, simple tables, and appropriate graphic handling), exporting with document structure tags, and using Acrobat’s Accessibility Checker to fix or explain issues. It also instructs how to ensure a PDF title, review and edit tags, confirm reading order, add alternate text and mark decorative elements, address color contrast, improve table accessibility, and re-test with a screen reader such as Narrator, VoiceOver, or NVDA.",{"@graph":69,"@context":125},[70,84,104],{"@type":71,"itemListElement":72},"BreadcrumbList",[73,77,79,82],{"item":74,"name":75,"@type":76,"position":8},"https://docshare.wps.com","Home","ListItem",{"item":78,"name":9,"@type":76,"position":14},"https://docshare.wps.com/document/",{"item":80,"name":30,"@type":76,"position":81},"https://docshare.wps.com/document/technology/",3,{"item":83,"name":65,"@type":76,"position":19},"https://docshare.wps.com/document/making-pdfs-accessible-with-adobe-acrobat-pro-and-microsoft-word/344517/",{"url":83,"name":65,"@type":85,"image":86,"author":91,"headline":65,"publisher":94,"fileFormat":97,"inLanguage":63,"description":67,"dateModified":98,"datePublished":98,"encodingFormat":97,"isAccessibleForFree":99,"interactionStatistic":100},"DigitalDocument",{"url":87,"@type":88,"width":89,"height":90},"https://docshare.wps.com/thumbnails/making-pdfs-accessible-with-adobe-acrobat-pro-and-microsoft-word/344517.png","ImageObject",300,407,{"name":92,"@type":93},"Olivia Brown","Person",{"url":74,"name":95,"@type":96},"DocShare","Organization","application/pdf","2026-09-22",true,{"@type":101,"interactionType":102,"userInteractionCount":8},"InteractionCounter",{"@type":103},"ViewAction",{"@type":105,"mainEntity":106},"FAQPage",[107,113,117,121],{"name":108,"@type":109,"acceptedAnswer":110},"How should you prepare the original Microsoft Word document for PDF accessibility?","Question",{"text":111,"@type":112},"Include a title and author, use Word’s built-in structures for headings and paragraphs, simplify complex graphics, and keep tables as simple as possible while avoiding merged cells.","Answer",{"name":114,"@type":109,"acceptedAnswer":115},"What export option in Word helps preserve accessibility information in the PDF?",{"text":116,"@type":112},"Use “Save as PDF” and enable “Document structure tags for accessibility” in the export Options before saving.",{"name":118,"@type":109,"acceptedAnswer":119},"How do you improve accessibility for images in the PDF?",{"text":120,"@type":112},"Set alternate text for essential images and mark non-essential graphics as decorative so screen readers won’t announce them unnecessarily.",{"name":122,"@type":109,"acceptedAnswer":123},"How can you verify the final PDF works well for users of screen readers?",{"text":124,"@type":112},"Run Acrobat’s Accessibility Checker again after fixes, then test the document with a screen reader such as Narrator on Windows, VoiceOver on Mac, or NVDA on Windows, ideally with people who have disabilities.","https://schema.org",{"og:url":83,"og:type":127,"og:title":65,"og:site_name":95,"og:description":67},"article",{"robots":129,"canonical":83},"index,follow",{"doc_id":131,"site_id":62},344517,1790075276,{"code":4,"msg":5,"data":134},{"doc_id":131,"user_id":135,"nickname":92,"user_avatar":136,"doc_module":4,"category_id":29,"category_name":30,"doc_title":65,"doc_description":67,"doc_content":137,"file_id":138,"file_url":139,"file_type":140,"file_size":141,"view_count":8,"is_deleted":4,"is_public":8,"is_downloadable":8,"audit_status":8,"page_count":34,"language":142,"language_code":63,"site_id":62,"html_lang":63,"table_of_contents":143,"faqs":144,"seo_title":145,"seo_description":67,"update_tm":146,"read_time":147},16904993612988,"https://ap-avatar.wpscdn.com/davatar_a8503ba1806abce46bf441b54a3ca4cd","Making PDFs accessible with Adobe Acrobat PRO and Microsoft Word  \nAdobe Acrobat PRO is a PDF application that can be found as part of Adobe Creative Suite, a paid suite of applications from Adobe. It is also available as a standalone application. It includes a desktop application and web version and is compatible with most platforms including Windows and Mac.  \nThe accessibility tips provided below work for both the Mac and Windows version of Adobe Acrobat PRO, however, some features may vary according to the version of Adobe Acrobat that is being used and the operating system version. Many of the accessibility tips below are designed to make the document more navigable with a screen reader.  \n1. Prepare your original Word document  \na. Before converting your Word document to PDF, prepare your document for accessibility by following the Accessible Microsoft Word guide.  \nb. Include a title and author in your Word Document.  \nc. Use the built-in functionality of Microsoft Word wherever possible, especially for headings, paragraphs, and  \nd. Convert complex graphics to images to simplify the PDF tagging.  \ne. Ensure tables are as simple as possible and avoid merged cells – complex table conversion from Word to PDF is not always accurate and may not be read aloud by the screen reader the way you intended. For more complex documents, consider using Adobe InDesign as the accessibility conversion is more accurate.  \n2. Export to PDF  \na. In Microsoft Word,“Save as PDF”.  \nb. In Options make sure to check “Document structure tags for accessibility.”  \nc. Press OK to save.  \nFigure 1 The Save as PDF option for Microsoft Office  \n3. Check PDF for accessibility issues  \na. Open your PDF using Adobe Acrobat PRO.  \nb. In Acrobat choose the “Accessibility” option.  \nc. In the dialog box press OK to start the check.  \nFigure 2 The accessibility check menu and dialog for Adobe Acrobat  \nd. The more accessible your initial Word document, the better the results of the accessibility checker.  \ne. You can right-click to ‘fix’ or ‘explain’ each accessibility issue.  \nFigure 3 The results of the accessibility checker  \nf. Now let’s follow the warning and recommendations presented by the checker to improve our document.  \n4. Ensure your PDF has a Title  \na. Click “File” and then choose “Properties”  \nb. Enter your document ‘Title’ in the window that appears.  \n5. View and edit your PDF tags  \na. When you ‘save as’ a PDF, tags are automatically added to the elements within your document like the headings, paragraphs, and figures. This makes it navigable and readable with a screen reader.  \nb. If you set up your original Word document for accessibility, your tags will be well structured, however, they can always be improved.  \nc. Check your tags manually in the tags panel and edit where appropriate.  \nFigure 4 The tags panel in adobe acrobat  \n6. Check the Reading Order  \na. Choose “reading order” in the accessibility panel or press the reading order icon in the left-hand menu.  \ni. Check the order of the numbers on the page.  \nii. Use the reading order panel to change or add tags.  \niii. Drag the numbered elements in the left-hand column to represent the correct reading order.  \nb. A correct reading order will ensure a screen reader will read aloud your document in the order you intended.  \nFigure 5 The reading order panel and editor in acrobat  \n7. Edit the Image descriptions  \na. Ensure essential images and charts contain alternate text.  \ni. Choose “Set Alternate Text” in the accessibility panel.  \nii. Choose OK to scan the document for images and figures.  \niii. Now you will be able to edit the image description on each image.  \nFigure 6 A dialog box to set alternate text in adobe acrobat  \niv. Image descriptions will be read aloud by a screen reader helping users who have difficulty seeing the content.  \nv. For tips on writing image descriptions refer to the guidelines from the Diagram Center  \na. Mark non-essential visual elements as decorati","cbCaihXKW09lkS7s","https://ap.wps.com/l/cbCaihXKW09lkS7s","pdf",672652,"English","# Prepare your Word document\n# Export to PDF\n# Check PDF for accessibility issues\n# Ensure your PDF has a Title\n# View and edit your PDF tags\n# Check the Reading Order\n# Edit the Image descriptions\n# Ensure color contrast between text and background\n# Making tables accessible\n# Re-check and test with a screen reader","[{\"question\":\"How should you prepare the original Microsoft Word document for PDF accessibility?\",\"answer\":\"Include a title and author, use Word’s built-in structures for headings and paragraphs, simplify complex graphics, and keep tables as simple as possible while avoiding merged cells.\"},{\"question\":\"What export option in Word helps preserve accessibility information in the PDF?\",\"answer\":\"Use “Save as PDF” and enable “Document structure tags for accessibility” in the export Options before saving.\"},{\"question\":\"How do you improve accessibility for images in the PDF?\",\"answer\":\"Set alternate text for essential images and mark non-essential graphics as decorative so screen readers won’t announce them unnecessarily.\"},{\"question\":\"How can you verify the final PDF works well for users of screen readers?\",\"answer\":\"Run Acrobat’s Accessibility Checker again after fixes, then test the document with a screen reader such as Narrator on Windows, VoiceOver on Mac, or NVDA on Windows, ideally with people who have disabilities.\"}]","Making PDFs Accessible with Adobe Acrobat PRO and Microsoft Word | PDF",1790054225,18]