Accessible PDF Files

Overview

A best practice for creating accessible PDF files is to start with an accessible Word file (headings, alt text, table headers, meaningful links). For WCAG 2.1 compliance, always use Save as PDF, not Print to PDF. Save as PDF preserves accessibility features and produces smaller, efficient files. Print to PDF strips tags, alt text, and structure, making the file inaccessible and larger.

 Users

Students, Employees

 Environment

Save As PDF functionality in Microsoft Word.

 Details

Steps for Creating an Accessible PDF

  1. Prepare the Word document

  • Apply heading styles
  • Add alt text to images
  • Use table headers
  • Write meaningful link text
  • Run Word’s Accessibility Checker
  • The exported PDF should also include Title metadata, so take these additional steps in Word (Locally installed Word only, Not available in Microsoft 365 version):
    • In Word, go to File → Properties.
    • Under the Summary tab, fill in the Title field.
  • Save the document.

  1. Export correctly

  • Choose Save As → PDF (not Print to PDF)
  • This preserves accessibility metadata and produces a smaller, optimized file

 

Comparison: Save as PDF vs. Print to PDF

Method Accessibility Outcome Why It Matters File Size
Save as PDF Preserves document structure, tags, headings, lists, tables, alt text, hyperlinks, bookmarks Ensures screen readers and assistive tech can navigate content properly; optimized compression and font sub-setting Smaller
Print to PDF Flattens document into an image-like file, loses tags, structure, alt text, and navigation Creates inaccessible PDFs that fail WCAG 2.1 and PDF/UA standards; less efficient compression and redundant object handling Larger

*PDF accessibility can be verified with Adobe Acrobat Pro, but it requires a paid license. If the PDF is saved from an accessible Word document with Title metadata, it will likely meet the same checks Acrobat Pro would flag.

**PLEASE NOTE: PDF files originally intended for print, with lots of imagery and complex design elements, will most likely NOT meet accessibility guidelines!  Either create a simpler, accessible version of the content for sharing digitally, or use an alternative form of the content such as accessible web page(s).

***Do you really need the information in a PDF file?  Could the content be copied and pasted into a web page for even better accessibility and ease of updates?

 More Information