Creating accessible PDFs from Word 2007

This article explains how you can use the ‘Save as PDF’ plugin for Microsoft Office 2007 to create accessible PDFs from Word 2007 documents.

The plugin comes from the Microsoft site and is free for users who can prove they have a genuine version of Microsoft Office.

Please note: the plugin does not work for previous versions of Office including 2003.

Download the plugin

To start, download and install the plugin from the Microsoft site.

Create the Word document

Start Word and write your document. Follow the principles of a well structured document using headings and standard bulleted lists. Add alternative (alt) text to all images.

Use heading styles

Use the Word heading style for all section headings. See Fig 1 below for an example. These option are found under the ‘Home’ tab. Click on the ‘Home’ tab or press ‘Alt’ then ‘H’ if on a different tab such as ‘Insert’ or ‘View’.

MS Word screen showing the heading style highlighted
Fig 1: coding headings with heading styles

Add alt text to images

If there are images in the Word document you need to add alt text to them via the ‘Size’ option. Note: if you are in ‘compatibility mode’, the alt text box is found under ‘Format picture’.

To access the Size option, right click on the image to bring up the options menu as shown in Fig 2 and then click on ‘Size’ or press ‘Shift’ + ‘Z’.

Size option highlighted in the image context menu
Fig 2: Image options

You then need to click on the ‘Alt Text’ tab or press the right arrow key once. Select the alt text edit box by clicking in the ‘Alternative’ text box or by pressing ‘Alt’ + ‘A’. An example is shown in Fig 3. Remember to write something that would accurately describe the image if someone couldn’t see it.

When you have finished click on Close or tab to the ‘Close’ button and press ‘Enter’.
Size dialogue box, Alt Text tab selected
Fig 3: Adding alt text to an image in Word 2007

Using the ‘Save as PDF’ option

Having created your accessible Word document you then need to save it as a PDF. To do this click on the Office button or press ‘Alt’ then ‘F’ then ‘F’ again. Then, as shown in Fig 4 below select the PDF or XPS option or press ‘P’.

Save As menu activated and the PDF or XPS option highlighted
Fig 4: Selecting the Save as PDF option

PDF Options

From the dialog box in Fig 5 click on the ‘Options’ button or press ‘Alt’ + ‘A’ to bring up the Options dialog box as shown in Fig 6.

Publish as PDF or XPS dialogue box
Fig 5: Publish as PDF dialog box

Options dialogue box with 'Create bookmarks using' checked
Fig 6: Options dialog box

In the option box illustrated by Fig 6, ensure the ‘Create bookmarks using:’ checkbox has a tick in it. If it does not, select it by clicking on it, or pressing ‘Alt’ + ‘C’.

Underneath this checkbox there are two radio buttons. Select the Headings radio button or press ‘Alt + ‘H’ (if it is not already selected).

If the ‘Document structure tags for accessibility’ checkbox is not checked, click on it or press Alt + M to select it.

Then click OK or tab to the OK button and press ‘Enter ‘to create your PDF.

Check in Adobe Acrobat

You will need to check your PDF in Adobe Acrobat for any other accessibility tweaks you will need to add, such as specifying a reading order through the document.

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