Current accessibility regulations (such as Royal Decree 1112/2018) not only apply to the website and app, they also take PDF documents into account. Therefore, we must create an accessible PDF. Every document we create, every report we share, every presentation we send, can be a barrier… or an open door. And although we often work in Microsoft Word, the final result is usually a PDF, either to send by mail or upload to a website. The problem? If we do not follow certain good practices, that PDF may be completely inaccessible to people with visual or cognitive disabilities.
The good news: you don’t need to be an expert. With just a few steps, you can create a PDF accessible from Word without complications. Here I explain how.
Step 1: Use Styles for Headings (H1, H2, H3)
Do you have bold titles with large type? Bad news: that’s not a real headline.
In Word, accessibility starts with using the style gallery:
- Select your title or subtitle.
- In the “Home” tab, choose “Title 1”, “Title 2” or “Title 3”.
Why does it matter? Because screen readers like JAWS or NVDA read the structure of the document from those styles. If you don’t use them, the resulting PDF will not have a logical navigation scheme.
Step 2: Describe your Images with Alternative Text
Images must have a purpose. And also, a description.
To add alt text:
- Right click on the image.
- Select “Edit alternative text”.
- Write a concise but clear description. Example: “Bar chart with results for quarter 2.”
Avoid simply putting “image” or leaving it blank (unless it is purely decorative).
This step is vital so that a screen reader can transmit visual content to a visually impaired person.
Step 3: Create Meaningful Links
Links should say where they lead, even out of context.
Incorrect: “Click here”
Correct: “Download the 2024 accessibility report”
Users who navigate with assistive technologies often jump from link to link, without reading the text around them. A clear link allows them to understand where they are going.
Step 4: Use Simple Tables and Mark the Header Row
Complex tables (with merged cells, multiple levels of headers, etc.) confuse screen readers. Use simple tables and follow these steps:
- Insert the table from “Insert > Table”.
- Write your titles in the first row.
- Click on “Table Layout” and check the “Header Row” option.
This tells screen readers that that row contains the column headings. It’s that simple.
Step 5: Use the Word Accessibility Checker
Before exporting your document, let Word help you:
- Go to “Review” > “Check accessibility”.
- Word will show you a list of errors and warnings.
- Click on each one to receive correction suggestions.
It is a powerful and free tool. It is not a substitute for a professional audit, but it solves 90% of typical problems.
Step 6: Save Correctly as PDF (Do not Print as PDF)
This is a common, and critical, mistake: DO NOT use “Print as PDF”.
When you print as PDF:
- Headers are lost.
- Alt text is removed.
- The file is not tagged as Tagged PDF (key accessibility requirement).
The correct way?
- “File” > “Save as”.
- Select “PDF” as the format.
- Click “Options” and make sure to check “Document tagged for accessibility.”
This ensures that the file is compatible with standards such as PDF/UA (ISO 14289) and can be interpreted by screen readers.
Conclusion: Creating an Accessible PDF is Within Everyone’s Reach
Accessibility is not optional. It is part of good design, respect and professional responsibility. With these 6 steps, you can transform an ordinary document into an inclusive tool.
Did you find it useful? Share it with your colleagues or networks so that more people learn how to create accessible content.
