Making Accessible PDFs from Word 2003 Documents
ADA-Compliant PDFs allow screen-readers to properly communicate information to users with disabilities.
Step 1: Adding Alt text to images
The first step in creating ADA-compliant PDFs is to make sure that all of your images have alternative text. To add an alternative text to an image, follow the instructions below:
- Double-click the image.
- When the Format Picture dialog box appears, select the Web tab.
- Type in the alternative text for the screen reader in the Alternative text: box
- Click the OK button.
Note: If you wish to have images left- or right-aligned with text wrapping near the image, you must put the image into an invisible table. A screen reader will not read the alternative text in the correct reading order, or it may not read the alternative text at all on images that have been aligned using the text-wrap formatting.
Step 2: PDF Conversion Settings
The next step in creating ADA-compliant PDFs is to make sure that your PDF conversion settings are properly set. From the Adobe PDF menu in Microsoft Word, Excel, or PowerPoint, select Change Conversion Settings… and confirm the settings for each tab in the dialog box.
Settings Tab:
Ensure the following two boxes are checked:
- Add links to Adobe PDF - converts hyperlinks within the document to active links
- Enable Accessibility and reflow with Tagged PDF
Security Tab:
Make certain that there is a checkmark next to Enable text access for screen reader devices for the visually impaired. If this option is not already enabled, click on the checkmark under Permissions that says Use a password to restrict printing and editing of the document and its security settings.
This will allow you to turn on the Enable text access for screen reader option. If you don’t want to set a password to restrict printing, just uncheck this box under Permissions after you have made your screen reader enabled option change.
Word Tab:
Convert displayed comments to notes in the PDF - Changes any Word comment entries to PDF comments.
Convert cross-references and table of contents to links - Enables one-click naviagation of these elements in the new PDF.
Convert footnote and endnote links - Integrates these into the PDF.
Enable Advanced Tagging - Integrates this into the PDF.
Bookmarks Tab:
Convert Word Headings to Bookmarks - Selects all the headings in the Elements list for conversion to PDF bookmarks.
After you have checked all the conversion settings in the Acrobat PDFMaker dialog box, click the OK button to close the dialog box and save your settings.
Step 3: Document Properties
- From the Word File menu, select Properties. Add the Document Title and Author name.
- Save the file.
Step 4: Convert to PDF
- After you have reviewed the conversion settings, select Adobe PDF > Convert to Adobe PDF. The Acrobat PDF Maker will prompt you to save the document. Click Yes.
- When the Save Adobe PDF File As dialog box appears, type a filename with all lowercase letters and the .pdf extension. If you wish to have a space in your filename, use an underscore instead. The use of the underscore in lieu of a space is essential if you wish to place the files on the Web or in Blackboard. Click Save to continue
Step 5: Accessibility Check
Now you will need to test your document to make sure it really is accessible:
- With speakers connected to your computer and turned on for audio, open the PDF file in Adobe Acrobat Professional.
- Select View > Read Out Loud > Read to End of Document and listen to the document being read as a screen reader would. If alternative text tags have been added properly on the images, the computer voice should also read the content of those tags.
- Now create an accessibility report by selecting Advanced > Accessibility > Full Check.
- When the Accessibility Full Check dialog box appears, click on the checkbox where it says Create Accessibility Report. Retain the other default settings in this dialog box as shown in Figure 9 below.
- Click on the Start Checking button and the Accessibility Full Check will look for possible accessibility problems within the document.
- After the Accessibility Full Check has completed its analysis, Adobe Acrobat will provide you with a full accessibility summary and tips on how to fix any problems that might have been found. This summary report will appear in the window to the right of the PDF document where Adobe Help generally resides. If accessibility problems have been detected and flagged, fix them according to the instructions provided in Adobe Acrobat and then run the Accessibility Full Check once again.
- Continue running the Accessibility Full Check until there are no longer any accessibility problems detected. In certain circumstances, you may wish to make the fixes in the original Microsoft Word document and then convert it to PDF once more; then, run the Accessibility Full Check again after the edits have been made within Microsoft Word. This will insure that your Microsoft Word document is compliant in case you ever return to it in the future to make edits or changes.
- Save the PDF once more by selecting File > Save.
Step 6: Common Repairs
Add Language:
- From the File menu in Adobe Acrobat, select Properties.
- Click on the Advanced tab in the Document Properties dialog box and in the section labeled Language:, select English US. If you don't select the appropriate language for the document, the screen reader will have difficulty reading the document correctly.
- Click OK to save your settings and close the Document Properties dialog box.
