We’ve mentioned that PDFs are generally less accessible than Word files, and that making a PDF accessible takes more time.  We listed the process for making PDFs accessible in a previous post.  There are a few instances when you do have to make a Word file into a PDF.  So here are the best steps for doing so:

  1. Make sure you have Adobe Acrobat DC on your computer (we discussed downloading this in a previous post)
  2. Make sure you ran the accessibility checker in Word (we discussed this in last week’s post)
  3. With Acrobat installed on your computer you should have an ACROBAT tab in Word, select it.
  4. Select “Preferences”, it should be the second option from the left between “Create PDF” and “Create and Attach to Email”, a new window will pop up
  5. Under settings make sure “enable accessibility and reflow with tagged PDF” is checked
  6. Select “advanced settings” and another window will pop up
  7. Under general settings make sure “optimize for fast web view” is unchecked
  8. Under fonts settings (still under the advanced settings window) make sure the “subset embedded fonts when percent…” is checked.
  9. Also set it to 1%
  10. Still under the fonts settings remove all entries under the “never embed” list
  11. Now you can use the first option in the ACROBAT tab, “Create PDF”
  12. Finally, you’ll still need to run the Acrobat accessibility checker, as also linked above.

Yes, Word does have a save as PDF option.  However, when it comes to accessibility doing the above steps will reduce your work in making the final PDF accessible.