Word and PDF Accessibility

Check Accessibility in Microsoft Word

1.Run the Accessibility Checker

1. Click the Review tab.
2. Select Check Accessibility. The Accessibility panel opens on the right.
3. Review all items listed under Errors, Warnings, and Tips.
4. Click any item in the panel to jump to the affected content.
5. Alternative path: File → Info → Check for Issues → Check Accessibility.

2. Save as PDF

1. Save using File → Save As → PDF. Do not use Print to PDF — it does not preserve structure, headings, or alt text.
2. In the Save As dialog, click Options and check "Document structure tags for accessibility."
3. Save the file.

Note: Adobe Acrobat Pro is required for the steps in this section. The free Adobe Reader does not include the full accessibility checker.

1. Run the Accessibility Checker

1. Open the PDF in Adobe Acrobat Pro.
2. In the left sidebar, click All tools → Prepare for accessibility → Check for accessibility.
3. Leave all options checked and click Start Checking.
4. The Accessibility Checker panel opens on the left. Results are grouped by category: Document, Page Content, Tables, Headings, and Forms.
5. For any Failed item, right-click and select Fix to address it, or Explain for details.
6. Alternative path: Tools → Accessibility → Full Check.

Note: Do not assume Needs Manual Check items are passing. Each one requires your manual review.

2. Verify Reading Order

1. Open from Accessibility → Reading Order.
2. Confirm numbered boxes follow a logical sequence top-to-bottom and left-to-right.
3. Pay close attention to multi-column layouts and content positioned beside images.
4. Drag blocks to reorder as needed.

Follow this sequence to check and publish an accessible document.

1. Fix in Word first. Run the Word Accessibility Checker and resolve all Errors and Warnings.
2. Export correctly. Use File → Save As → PDF → Options → check "Document structure tags for accessibility." Never use Print to PDF.
3. Run the Acrobat Pro checker. Fix all Failed items. Manually review all Needs Manual Check items.
4. Re-run the checker. Confirm no new issues were introduced by your fixes.
5. Publish. Once the checker shows no Errors, the document is ready.