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Fix the driver behind crashes, sound loss and screen glitchesFind Drivers →Repair Windows errors before they cause bigger problemsFix Now →To make a more accessible PDF from Word, structure the Word document with built-in heading styles, add concise alt text to meaningful visuals, run Review > Check Accessibility, then save or export to PDF and review the result. Microsoft 365 can use accessibility information in the source document to create PDF tags, but a clean checker report or the presence of tags does not prove that the finished PDF is fully accessible.
1. Structure the Word document with real headings
Use Word’s built-in Title and heading styles to identify the document title and sections. These styles convey structure to assistive technology; making text look large or bold with visual formatting alone is not an equivalent substitute. See Microsoft’s guidance on making Word documents accessible.
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- Apply Title to the document title where appropriate.
- Apply Heading 1 to the main sections, Heading 2 to subsections, and further heading levels only when the content is nested beneath them.
- Keep the hierarchy logical: do not skip levels, and make each heading describe the section that follows.
Use headings to divide content into meaningful sections, not simply to change the appearance of ordinary paragraphs. Correct structure also helps readers navigate the document.
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2. Add useful alt text to meaningful visuals
Alt text should briefly explain the important content and purpose of an image, chart, or other visual. Be specific, but avoid repeating information already stated in nearby text. Microsoft’s Word accessibility guidance covers alternative text and other document accessibility practices.
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- For a meaningful image, describe what a reader needs to understand from it in context.
- If an image contains essential text, include that information in the document body as well; do not rely on the image alternative alone.
- If a visual is purely decorative, mark it as decorative where that option is available.
3. Run Word’s Accessibility Checker
Before generating the PDF, choose Review > Check Accessibility in Word. Review the reported errors and suggestions, then correct the relevant issues in the source document. Microsoft says the checker identifies many accessibility problems but cannot catch every issue; its Accessibility Checker rules explain its scope and limitations.
Also inspect the document visually. For example, confirm that headings are actually descriptive, images have appropriate alternatives, and the layout remains understandable. The checker is a useful review step, not a certification of accessibility.
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4. Save or export to PDF using the workflow for your platform
Microsoft’s Create accessible PDFs guidance provides platform-specific instructions for Windows, Mac, and Word for the web. Menu labels and available controls vary by platform and Word version, so follow the instructions for the version you use rather than assuming every interface has the same export options.
Microsoft states that Microsoft 365 can use accessibility information in the source document to create accessibility tags in the PDF. Its Mac guidance describes automatic tagging when saving as PDF and applies to Word for Microsoft 365 for Mac, Word 2024 for Mac, and Word 2021 for Mac: Save or convert to PDF on your Mac. For other editions or platforms, consult the applicable workflow in Microsoft’s PDF instructions.
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5. Review the finished PDF
Do not assume that source-document checks or generated tags alone establish that the PDF is accessible. Open the exported file and check that the conversion preserved the structure and information readers need.
- Check that headings and document navigation make sense.
- Review links and bookmarks, where present.
- Confirm that image alternatives are available and appropriate.
- Check the reading order, especially around visuals and complex layouts.
Microsoft calls running the checker before PDF generation the fastest and easiest way to help ensure accessibility, while also noting that the checker cannot identify every issue. The PDF still needs review after conversion.
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Platform workflow at a glance
| Platform | What to do | Version note |
|---|---|---|
| Windows | Prepare and check the Word source, then follow Microsoft’s Windows PDF save or export instructions. | Exact controls depend on the Word edition and version; see Microsoft’s accessible PDF guidance. |
| macOS | Prepare and check the source, then save or convert it to PDF using the documented Mac workflow. | Microsoft’s cited Mac page covers Word for Microsoft 365 for Mac, Word 2024 for Mac, and Word 2021 for Mac; it describes automatic tagging on PDF save. See the Mac instructions. |
| Word for the web | Prepare and check the document, then use the web-specific PDF workflow documented by Microsoft. | Available controls differ from desktop Word; see Microsoft’s platform-specific instructions. |
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