6 min read
How to Export an Accessible PDF from Microsoft Word
The fastest way to get an accessible PDF is to start with an accessible Word document and export it correctly. Word can carry structure, alt text, and headings straight into the PDF tags — but only if you build them in and export the right way.
Structure the Word document first
- Use the built-in heading styles (Heading 1, Heading 2) rather than manually bolding text.
- Build lists with the real bullet and numbering tools, not by typing dashes.
- Add alt text to images (right-click > View Alt Text) and mark decorative ones as decorative.
- Use the table tools and designate a header row; avoid merged cells where possible.
- Give the document a title in File > Info, and set the language.
Run the built-in checker
Word has an Accessibility Checker under Review > Check Accessibility. Fix what it reports before exporting — it is much easier here than in the finished PDF.
Export the right way
Use File > Save As (or Export) and choose PDF, then make sure "Document structure tags for accessibility" is enabled in the options. Never print to PDF — printing discards all structure and produces an untagged file.
- 1Choose File > Save As > PDF.
- 2Click Options and confirm "Document structure tags for accessibility" is checked.
- 3Also check "Document properties" so the title and language carry over.
- 4Save, then run an accessibility check on the resulting PDF to confirm.
Export your file and check it here to confirm the tags came through correctly.