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Choose the PDF’s destination before changing export options
There is no universal best PDF preset. A PDF intended for screen readers needs meaningful structure and tags; a long document may need bookmarks and working links; a print handoff may need a printer-specified PDF/X preset. File size, metadata, editing data, and interactive features also affect what belongs in the delivered file.
- For electronic distribution or screen reading: preserve structure and accessibility tags, and keep useful navigation such as links and bookmarks.
- For a long document: include bookmarks or table-of-contents navigation when the application and source support them.
- For interactive use: preserve the links and interactive elements the recipient needs.
- For commercial print: ask the printer which PDF standard and settings it requires; do not substitute a general-purpose screen preset.
Option names and availability can vary by software version, platform, locale, preset, and export mode. The Word and InDesign instructions below are separate workflows, not interchangeable menu paths.
Microsoft Word: make the source document accessible first
In supported Office versions, Word can add accessibility tags when you save as PDF. Microsoft recommends preparing the source document for accessibility before conversion; a PDF export option cannot repair headings, reading order, or other structural problems that were never represented correctly in Word. Microsoft’s guidance on creating accessible PDFs explains the conversion choice for electronic distribution and accessibility. Its technical documentation says that “PDF/UA tags are included to provide semantic information about the content in the document” (Word PDF Accessibility).
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Before exporting
- Use Word’s built-in heading styles to create a meaningful hierarchy, rather than relying only on larger or bold text.
- Give images useful alt text when they convey information; mark decorative images appropriately.
- Use descriptive hyperlink text and build tables with clear header structure where applicable.
- Run Word’s Accessibility Checker and address the issues it identifies.
Choose the accessibility-oriented conversion
When saving or exporting to PDF, select Word’s electronic distribution and accessibility conversion option if it is available in your version. Microsoft says this conversion uses an online service. That matters if your organization’s document-handling rules prohibit sending the file to an online conversion service; check those requirements before choosing it.
Microsoft also documents semantic PDF tags for document elements and bookmarks based on headings or Word bookmarks, depending on the selected option. After export, inspect the PDF to confirm that its tags and navigation suit the document. Microsoft’s documentation describes what Word can generate, not a guarantee that every exported file will be accessible.
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Adobe InDesign: preserve the features the recipient needs
InDesign’s PDF export dialog offers controls beyond appearance. Adobe’s PDF export options reference describes settings for tags, bookmarks, hyperlinks, metadata, layers, and other content. For a screen-friendly document, review the General and Advanced options relevant to the delivery rather than accepting a preset without checking it.
Useful options for screen and electronic delivery
- Create Tagged PDF: include structural tags when the PDF needs semantic information for assistive technology.
- Bookmarks: include bookmarks when readers need section-level navigation. InDesign can use table-of-contents entries and other supported document navigation.
- Hyperlinks: preserve links readers need to follow in the exported file.
- Plain-text metadata: enable it when searchable, discoverable document information is appropriate for the recipient.
- Fast Web View: consider it for PDFs intended to load progressively online.
Include hidden spreads, layers, nonprinting objects, thumbnails, editing data, and interactive elements only when the job requires them. Extra content can be useful in a production handoff, but may be unnecessary in a reader-facing PDF.
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Use PDF/X for a print workflow, not as a universal preset
Adobe describes PDF/X as a PDF subset designed to eliminate many color, font, and trapping variables that can cause printing problems. It is intended for print exchange, not as a blanket choice for screen reading or interactive delivery. Ask the printer for its required standard and specifications before exporting; the correct PDF/X preset depends on the production workflow. See Adobe’s guide to exporting InDesign files to Adobe PDF.
Recheck settings when the deliverable changes
InDesign export settings persist until changed. A preset or option combination used for a previous job can therefore affect a later export. Adobe’s InDesign PDF options guidance describes accessibility-related export options; review the selected preset and relevant options each time the destination or requirements change.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Inspect the exported PDF before sending it
Export is only one stage of the workflow. Open the resulting PDF and check the features readers will rely on, using a PDF viewer or accessibility checker appropriate to your requirements.
- Confirm headings and sections appear in the expected order and that bookmarks, if included, lead to the right places.
- Test hyperlinks and any interactive controls that are part of the deliverable.
- Check that meaningful images have suitable alternative text and that the document’s reading order makes sense.
- For print delivery, verify the exported file against the printer’s requested standard and specifications.
- Check the document information and file contents for metadata or production material that should not be included.
Tagged output helps provide semantic structure, but it does not by itself prove that a PDF is accessible. Microsoft advises authors to make the Word source accessible before conversion. Adobe notes that InDesign-generated tags are based on a subset of supported Acrobat tags, so review the exported file rather than treating a tag option as a complete accessibility check.
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