If you create PDFs from Microsoft Word 2007 documents, changing some of the settings in Microsoft Word 2007 will make it easier for you to create accessible PDFs.
You will only need to adjust these settings once. When you save your settings, they will apply to all future PDF conversions. Select:
Select the Settings tab. Under PDFMaker Settings, make sure that:
Under Application Settings, make sure that:
Select the Bookmarks tab. Make sure that:
Simple layouts save time
Documents with simple layouts take less time to make accessible. Multiple column layouts, complicated themes and formatting significantly add to the time it will take to make a file accessible for the web. Evaluate the need for complexity. Simpler is often better.
To accommodate the requirements of screen readers, it’s helpful to format documents using Word's style elements:
To use styles in Microsoft Word, select:
If you’ve used Track Changes, make sure that all the changes have been accepted before you convert the document into a PDF. Select:
To check the document properties, select:
A dialog box will appear. Select the document properties drop-down arrow and select advanced properties. Go to the Summary tab.
Enter a title that gives some detail about the content of the article. It should be understandable out of context.
Instead of having an individual’s name, enter the office that produced the document such as WSDOT Communications. Click ok.
Alternate text allows screen readers to describe an image or a graphic to those who cannot see it. To add alternate text:
Select the alt text tab:
Enter alternate text that describes the image or graphic. Click close.
Select the Acrobat tab. Select create PDF.
Adobe Acrobat will create the PDF. When it is finished, it will display on your screen.
Use Adobe Professional’s Quick Check to make sure you haven't missed any major accessibility issues. From the Adobe Professional toolbar, select:
The Quick Check results will appear on the screen. If it passes the Quick Check you've done an adequate job of making it accessible. You can choose the full check option if you wish to check it more thoroughly.
If there are accessibility problems in the document, you can either correct them in the Word document and then re-create the PDF or you can use Adobe Acrobat Professional 8 or 9 to correct any accessibility issues.
WSDOT staff can view a video on this topic on the intranet at: