How to Convert a Word Template into an Accessible PDF

Accessible documents ensure that all users, including those who rely on assistive technologies, can access and understand the content. This guide explains how to edit a Microsoft Word template and convert it into a fully accessible PDF using Adobe Acrobat and the PAC 2024 tool.

Video Guide

1. Edit the Word Template

Start with your Microsoft Word template. This document was originally made accessible and includes placeholders marked with brackets. Replace each placeholder with the relevant information.

Ensure you only delete the text inside the brackets to retain the formatting and structure of the template.

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2. Maintain List Accessibility

To preserve accessibility in lists, use the Tab key or the increase/decrease indent buttons in the Word ribbon. These actions maintain the correct nesting and tagging of list items. Avoid using manual spaces or non-standard formatting.

A properly structured list is created using the tab key or increase/decrease indent options in MS Word.

3. Save the Word Document

Save your updated file with a clear and descriptive name in a convenient location.

4. Export to PDF Using Adobe Acrobat

In the Acrobat tab within Word, click the Preferences button. Make sure the following options are enabled:

Bookmarks
Links
Enable advanced tagging

Click “Create PDF” using the Acrobat tab.

Avoid using the “Print to PDF” or “Save As PDF” options from the File menu, as these can remove important accessibility features.

5. Review Tags and Structure in Adobe Acrobat

Open the resulting PDF in Adobe Acrobat and access the Tags panel. Verify that the structure includes:

Proper heading levels
Paragraph tags
List elements with correct nesting

Ensure the document maintains a logical structure throughout.

6. Set Document Properties

Go to File > Document Properties in Acrobat. Update the title, author, and subject fields with meaningful, descriptive information to enhance document accessibility and discoverability.

7. Run Adobe’s Accessibility Checker

Launch the “Prepare for Accessibility” tool in Acrobat and run a full accessibility check.

In our demo, the checker reports a “Tab Order Failed” error. Right-click the issue and select “Fix.” This step ensures the reading order matches the logical structure of the document.

8. Verify Accessibility with PAC 2024

Open the PAC 2024 tool and drag your PDF file into the interface.

In our demo, the PAC tool detects a role mapping issue (such as roles mapped to “span”). Open the Tags panel in Acrobat. Right-click and select “Edit Role Map” to remove or adjust incorrect mappings.

9. Confirm Final Accessibility Compliance

After correcting any issues, re-run the PAC 2024 test. The document should now comply with both PDF/UA and WCAG standards, indicating a fully accessible format.

It’s easy to stay accessible by using your Word template when converting to a PDF. It’s always a good idea to check for accessibility in Adobe Acrobat and with PAC tool to ensure you’ve got things right!

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!