Accessible PDF Files

Overview

Preferably, if you do not need a PDF document, try to keep content in its native file form, for example, in Word, Excel, PowerPoint, a webpage (HTML), etc. Only create a PDF if there is a good reason!

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. Do you really need a PDF? If no, it is better to keep content in the native file format (e.g., Word, Excel, PowerPoint, HTML page, etc.)

  2. 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 → Info (Windows) / Properties (Mac).
    • 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

*Be sure to create PDFs from an accessible Word document with included Title metadata, and using "Save As PDF". PDF accessibility can be verified by submitting a ticket.

**PLEASE NOTE: PDF files originally intended for print (flyers, brochures, pamphlets), 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? 

  • Microsoft CoPilot can be useful for stripping text from an existing PDF file for use in HTML and Text editors.  Use a prompt like: "Make the attached PDF into WCAG2.1 AA standards compliant HTML" or "Make the attached PDF into WCAG2.1 AA standards compliant text." (Be sure no private information is uploaded.)
  • If the PDF is basic, simple copy and paste from the PDF to another editor can work too. Not all formatting may transfer, but the text often does.

 More Information