This document provides instructions for preparing Microsoft Word documents to create accessible PDF files. It outlines best practices for adding structure with styles and headings, using proper formatting for images, tables, lists and other elements, and converting the Word file to a PDF while enabling accessibility options in Adobe Acrobat. Specific tips are given for Word 2003 and 2007 versions.

1. PREPARING MICROSOFT® WORD DOCUMENTS TO
Adobe® Accessibility
CREATE ACCESSIBLE PDF FILES Quick Reference Card
ADD STRUCTURE TO WORD DOCUMENTS COLUMNS Keyboard Shortcuts for Applying Styles in Both
Design your documents with styles. Styles add the structure To create columns, do not use the tab key to make space Versions of Microsoft Word
necessary to make your documents usable to people with between text columns or put text in a table. Use Word’s Ctrl Alt 1 - Heading 1
disabilities (See Headings). column command.
Ctrl Alt 2 - Heading 2
GRAPHICS AND IMAGES Word 2003 Ctrl Alt 3 - Heading 3
All Graphics and Images should be provided with alterna- Format > Columns
tive text descriptions (See Alternative Text or Alt Text). Avoid or Click on the HYPERLINKS (WORD 2003 & 2007)
placing graphics too close to text. This can cause problems Columns Add a meaningful description to hyperlinks. Avoid using
when converting to PDF. Place white space between text and Toolbar “click here”
graphics. Insert Hyper-
Word 2007 link (Ctrl K)
ALTERNATIVE TEXT OR ALT TEXT Select Page Layout Use the screen
Alternative Text or Alt Text refers to text that can be read on the Ribbon and tip button to
by a screen reader to describe graphics and images which select Columns in the Page Setup group add text de-
people with visual dis- scription
abilities cannot see.
LISTS
Word 2003 Use Bulleted Lists to emphasize individual points.
Double Click on Use Numbered Lists to describe the proper order for a
an image or right series of steps in a sequence.
click and select HEADINGS
the format picture Use Styles to create heading formats. Title, Heading 1, TABLES
dialog. Heading 2, Heading 3, etc. Make styles progress in a logical
manner — a Heading 2 should come after a Heading 1 Do not use tabs and spaces to
Select the Web create tables. Use the Insert
tab and enter the Table command
alternative text Word 2003
Format > Styles and Formatting to reveal the styles and Avoid letting table rows break
Word 2007 formatting task pane across a page
Right Click on an Tables that go beyond a page
image and choose should repeat header rows
Size
Select the Alt Text
Word 2003
tab and enter the Use the table properties dialog
alternative text
Word 2007
TEXT Place the cursor in a table and select the Table Tools tab
in the Ribbon
Text should be
at least 12 point
type. Word 2007
Avoid using Mi- Select the Home Ribbon in Word 2007 and select the
crosoft Word text proper heading from the styles group
boxes.
Avoid using Enter to create space between paragraphs.
Use the space before and space after properties in your
styles

2. CONVERTING MICROSOFT WORD DOCUMENTS
Adobe® Accessibility
TO ACCESSIBLE PDF FILES WITH ADOBE ACROBAT Quick Reference Card
1. DISPLAY PDF MAKER 2. CONFIGURE
Microsoft Word 2003 (Acrobat 7 & 8) PDF MAKER
Select Adobe PDF on the Word Menu bar Settings Tab
Select Change Conversion Settings Bookmarks
Links
Enable Accessibility
and reflow
Security Tab
If Permissions are
applied, check enable
text access for screen
reader devices for the
visually impaired
Word Tab
Microsoft Word 2007 (Acrobat 8 Only) Convert cross refer-
ences
On the Ribbon select the Acrobat Tab
Convert footnote and
Select Preferences from the Create Adobe PDF Group endnote links
Enable advanced tag-
ging
Bookmarks Tab
Convert Word Head-
ings to Bookmarks
Set the proper indent
levels
3. SAVE AS ACCESSIBLE PDF MICROSOFT WORD 2007 Visit Adobe’s Accessibility Resource Center at
www.adobe.com/accessibility
Microsoft Word 2003 (Acrobat 7 & 8) (ACROBAT 8 ONLY)
Convert to Adobe PDF from Adobe PDF Menu Select Create PDF from
Select Convert to Adobe PDF toolbar the Create Adobe PDF Adobe Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704 USA www.adobe.com
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