How to Export an Accessible Tagged PDF from MS Office
These instructions show how to export a tagged PDF from MS Office applications, such as Word, PowerPoint, and Outlook.
Note: With Adobe's June 6, 2023 update, a major bug was introduced into PDF Maker (the Acrobat Ribbon) that replaces Alt Text with gibberish alpha numerics that are not compliant. On June 21, Adobe released a software patch to correct the error and now correctly embeds the Alt Text.
The new corrected Acrobat is version 23.003.20215 (PDF Library 23.3.247) and you can download it's patch at www.adobe.com/devnet-docs/acrobatetk/tools/ReleaseNotesDC/continuous/dccontinuousjune2023qfe.html
#dccontinuousjunetwentytwentythreeqfe
Check your software version and ensure you're on version 23.003.2015 or later before proceeding.
Software used:
- Microsoft Office 365
- Adobe Acrobat DC Pro
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Step 1: Make an accessible Word.docx file.
Accessibility always starts with accessible content. Our classes cover the details of making native Word and PowerPoint files accessible so that not only are the native files accessible, but also the PDFs exported from them.
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Step 2: Export a tagged accessible PDF.
3 methods are given:
Method A: uses Adobe PDF Maker from the Acrobat Ribbon in Word, which gives full control of how the PDF is exported, including fonts, compression and quality of graphics.
Method B: uses a less-detailed version of Adobe PDF Maker.
Method C: uses Microsoft's built-in PDF export utility.
Method A:
Use the Adobe Acrobat PDF Maker plug-in
(Windows only)
- From the Acrobat Ribbon in Office, select the Preferences button. This is where you'll set the options that will be built into the PDF.
- Set the General settings as shown:
- Drill down into the Advanced settings and set the options to embed your fonts (subsetted if less than 100%).
- Save the preference settings and return to the Acrobat Ribbon. Select the Create PDF button. Follow the prompts from there.
Method B:
Use the Adobe Acrobat PDF Maker plug-in
(Windows only)
- From the file menu, select Save as Adobe PDF. Look for the trademarked word "Adobe" which indicates that this will use a trimmed-down version of Adobe PDF Maker.
- Click the Options button in the lower right of the dialogue box to control the conversion settings.
- Select OK/Save to exit the preferences and follow the prompts to save your document.
Method C:
Use the built-in Microsoft conversion utility
(Windows and Mac)
- From the file menu, Select File / Save As.
- In the next dialogue box, indicate where the file should be saved and the file name you want to give it. Also check the options shown. And then click the Options button to set the conversion settings.
- In Options, set these options:
- Click OK/Save where prompted to exit the dialogue boxes and create the PDF.
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