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The following table explains how you can prepare your Word documents for accessibility. Note that Word documents lose some of the accessibility options you introduce once they reach Acrobat. It is likely that you will need to post-process the file in Acrobat.

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*Note:* Refer to the \[Word to PDF Reference Card\|http://blogs.adobe.com/accessibility/assets/WordToPDFReferenceCard_v1.pdf\|Word to PDF Reference Card\] and the HHS [checklist for accessible Word files]\|\|http://www.hhs.gov/web/policies/wordCheckList-HHS.pdf\|HHS checklist for accessible Word files\] for helpful tips.

Step

Steps for creating accessible documents in Word

For more information, see

1

Design with accessibility in mind. Only use our template styles, including character styles for common formatting such as bold and italic. Resist overriding template styles.

http://www.webaim.org/

2

Add alternate text to images.

Word 2003

  1. Right-click the image, then select Format Picture. The Format Picture dialog box appears. Note: If the Format Picture menu option is not available, show the Picture toolbar and click the Format Picture button.
  2. Select the Web tab and then add the appropriate alternative text. 

     
    Word 2007
  3. Right-click the picture and select Size. The Size dialog box appears.
  4. Select the Alt Text tab. The image file name is entered into the field by default.
  5. Delete the image file name and enter appropriate alternate text.

 

4

Use meaningful link anchors rather than URLs when possible.

 

5

Configure PDFMaker to tag the document properly.
In Word 2003, select Adobe PDF > Change Conversion Settings.

  • On the Settings tab, select Bookmarks, Links, and Enable Accessibility and reflow.
  • On the Word tab, select Convert cross references, Convert footnote and endnote links, and Enable advanced tagging.
  • On the Bookmarks tab, select Convert Word Headings to Bookmarks and set the proper indent levels.

 

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