Today’s post is a step-by-step guide on how to convert a PDF into an accessible Microsoft Word document using ABBYY FineReader.
Video Guide
ABBYY FineReader offers a practical and efficient way to improve Microsoft Word document accessibility.
1. Launch ABBYY FineReader and Open OCR Editor
Open ABBYY FineReader and choose the OCR Editor from the main menu. Use it to recognize the text in the PDF you want to convert.
2. Review the Document Structure
ABBYY automatically performs optical character recognition on the file. You will see three main panels: a thumbnail view on the left, the scanned image in the center, and the recognized text on the right. Check each page to confirm that the software has accurately captured the text, tables, and images.
3. Tag Visual Elements
Tag non-text elements such as bar charts and graphics as images. This helps screen readers and accessibility software understand these sections correctly. After tagging, perform OCR again on the affected page to update its structure.
4. Choose Export Format
Change the export setting from “Save as searchable PDF” to “Save as Microsoft Word Document (.docx).” You can test the following four format options:
- Exact Copy
- Editable Copy
- Formatted Text
- Plain Text
Enable the options to preserve line breaks, retain pictures, and include headers and footers for best results.
NOTE: We tested the ‘Exact Copy’ format and found that this version keeps the visual layout close to the original. However, it turned headings and text into shapes or objects. These cannot be read by screen readers, making the document inaccessible. We did not keep this version of the Word document.
6. Use “Editable Copy” for Accessibility
Export the file again using the Editable Copy option. This version keeps the content in an editable and structured format. Headings remain as real text, bullet lists are preserved, and paragraphs follow a clear structure.
7. Adjust Table Design in Word
Although ABBYY detects tables accurately, it does not mark header rows. In Word, select each table, go to the Table Design tab, and check the Header Row option. This makes table data easier for screen readers to navigate.
8. Run Microsoft Word’s Accessibility Checker
Open the Word document, go to File > Info > Check for Issues > Check Accessibility. This tool identifies issues that might make the document harder to use for people with disabilities, such as missing image descriptions.
9. Add Alternate Text
Right-click on each image and choose Edit Alt Text. Write a brief, meaningful description for each image to ensure that screen readers can communicate the visual content effectively.
Why Use ABBYY FineReader
ABBYY FineReader simplifies the process of converting PDFs into accessible Word documents. It accurately detects layouts and structures such as text blocks, tables, and lists, reducing the need for manual editing. Although it does not add alternate text for images or table headers, it provides a strong foundation for accessibility improvements that can be quickly completed in Word.
Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!
