To make an accessible PDF from Word, structure the document with built-in heading styles, add concise alt text to meaningful images, run Review > Check Accessibility, then export or save as PDF using the steps for your version of Word. Microsoft 365 can use accessibility information in the Word file to create PDF tags, but a clean checker report does not guarantee an accessible PDF. Review the exported file too.
1. Structure the Word document with real headings
Use Word’s built-in styles—such as Title, Heading 1, and Heading 2—to mark the document’s structure. These styles communicate hierarchy to assistive technology; making text look larger or bold with formatting alone is not an equivalent substitute. Microsoft’s Word accessibility guidance explains heading structure and other document practices.
- Give each heading a clear, descriptive label for the section that follows.
- Keep heading levels in a logical order. For example, use Heading 2 for a subsection beneath a Heading 1, rather than jumping straight to Heading 3.
- Use headings to divide content into sections; do not apply heading styles merely to change the appearance of an ordinary paragraph.
Well-structured headings can help readers navigate the Word document and provide structure that may carry through when it is converted to PDF.
2. Add useful alt text to meaningful visuals
For an image, chart, or other meaningful visual, write brief alt text that conveys its important content and purpose in context. Avoid repeating information already stated in nearby text. If an image contains essential words or data, include that information in the document body as well, so readers do not have to rely on the image alternative alone.
#1 Best Overall
- Classic Office Apps | Includes classic desktop versions of Word, Excel, PowerPoint, and OneNote for creating documents, spreadsheets, and presentations with ease.
- Install on a Single Device | Install classic desktop Office Apps for use on a single Windows laptop, Windows desktop, MacBook, or iMac.
- Ideal for One Person | With a one-time purchase of Microsoft Office 2024, you can create, organize, and get things done.
- Consider Upgrading to Microsoft 365 | Get premium benefits with a Microsoft 365 subscription, including ongoing updates, advanced security, and access to premium versions of Word, Excel, PowerPoint, Outlook, and more, plus 1TB cloud storage per person and multi-device support for Windows, Mac, iPhone, iPad, and Android.
If a visual is purely decorative and your version of Word provides the option, mark it as decorative instead of giving it a description that adds no information. Microsoft’s guidance on accessible Word documents covers alt text and related checks.
3. Run Word’s Accessibility Checker
- Open the document in Word and select Review > Check Accessibility. The available controls and exact interface can vary by platform and version.
- Review the reported errors, warnings, and suggestions. Correct applicable issues in the source document, including problems with headings or image alternatives.
- Inspect the document visually as well. Microsoft says the Accessibility Checker can identify many issues but cannot detect every accessibility problem; a clean report is not a certification or guarantee.
Microsoft calls running the checker before creating or saving a PDF the “fastest and easiest way” to help ensure accessibility. Its Accessibility Checker rules describe the checker’s scope and limitations.
Rank #2
- Designed for Your Windows and Apple Devices | Install premium Office apps on your Windows laptop, desktop, MacBook or iMac. Works seamlessly across your devices for home, school, or personal productivity.
- Includes Word, Excel, PowerPoint & Outlook | Get premium versions of the essential Office apps that help you work, study, create, and stay organized.
- 1 TB Secure Cloud Storage | Store and access your documents, photos, and files from your Windows, Mac or mobile devices.
- Premium Tools Across Your Devices | Your subscription lets you work across all of your Windows, Mac, iPhone, iPad, and Android devices with apps that sync instantly through the cloud.
- Easy Digital Download with Microsoft Account | Product delivered electronically for quick setup. Sign in with your Microsoft account, redeem your code, and download your apps instantly to your Windows, Mac, iPhone, iPad, and Android devices.
4. Save or export to PDF using the right platform steps
After addressing relevant checker findings, use Microsoft’s PDF workflow for your platform. Microsoft says Microsoft 365 can use accessibility information in the source document to create tags in the PDF. Tags preserve structural information that can support navigation and access to document content; their presence alone does not establish that the entire PDF is accessible.
| Word platform | What to use |
|---|---|
| Windows | Follow the Windows workflow in Microsoft’s Create accessible PDFs guidance. Available controls depend on the Word edition and version. |
| macOS | Follow Microsoft’s Mac PDF instructions. The cited guidance covers Word for Microsoft 365 for Mac, Word 2024 for Mac, and Word 2021 for Mac, and describes automatic tagging when saving as PDF. |
| Word for the web | Use the web workflow in Microsoft’s PDF guidance. Export controls can differ from desktop Word. |
Because labels and available options vary, check the documentation for the platform and version you are using rather than assuming one set of desktop instructions applies everywhere.
Recommended Free Tools
Rank #3
- THE ALTERNATIVE: The Office Suite Package is the perfect alternative to MS Office. It offers you word processing as well as spreadsheet analysis and the creation of presentations.
- LOTS OF EXTRAS:✓ 1,000 different fonts available to individually style your text documents and ✓ 20,000 clipart images
- EASY TO USE: The highly user-friendly interface will guarantee that you get off to a great start | Simply insert the included CD into your CD/DVD drive and install the Office program.
- ONE PROGRAM FOR EVERYTHING: Office Suite is the perfect computer accessory, offering a wide range of uses for university, work and school. ✓ Drawing program ✓ Database ✓ Formula editor ✓ Spreadsheet analysis ✓ Presentations
- FULL COMPATIBILITY: ✓ Compatible with Microsoft Office Word, Excel and PowerPoint ✓ Suitable for Windows 11, 10, 8, 7, Vista and XP (32 and 64-bit versions) ✓ Fast and easy installation ✓ Easy to navigate
5. Review the exported PDF
Open the PDF and check that the conversion preserved the parts readers need to navigate and understand it. Review heading structure, links, bookmarks, image alternatives, reading order, and navigation. If any of these are missing or incorrect, fix the Word source where possible and export again, then review the new PDF.
The checker evaluates the Word document, not every aspect of the finished PDF. Treat it as one useful step in the workflow, not proof that conversion preserved all accessibility information or that the PDF works for every reader.
Quick Recap
Best Value
![Microsoft Office Home & Business 2024 | Classic Desktop Apps: Word, Excel, PowerPoint, Outlook and OneNote | One-Time Purchase for 1 PC/MAC | Instant Download [PC/Mac Online Code]](https://m.media-amazon.com/images/I/41H8B5iqO4L._SL160_.jpg)
- [Ideal for One Person] — With a one-time purchase of Microsoft Office Home & Business 2024, you can create, organize, and get things done.
- [Classic Office Apps] — Includes Word, Excel, PowerPoint, Outlook and OneNote.
- [Desktop Only & Customer Support] — To install and use on one PC or Mac, on desktop only. Microsoft 365 has your back with readily available technical support through chat or phone.
Rank #4
- Designed for Your Windows and Apple Devices | Install premium Office apps on your Windows laptop, desktop, MacBook or iMac. Works seamlessly across your devices for home, school, or personal productivity.
- Includes Word, Excel, PowerPoint & Outlook | Get premium versions of the essential Office apps that help you work, study, create, and stay organized.
- Up to 2 TB Shared Cloud Storage | Store and access your documents, photos, and files from your Windows, Mac or mobile devices.
- Premium Tools Across Your Devices | Your subscription lets you work across all of your Windows, Mac, iPhone, iPad, and Android devices with apps that sync instantly through the cloud.
- Share Your Family Subscription | You can share all of your subscription benefits with up to 6 people for use across all their devices.
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
