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This post is part of the Accessible PDF series.

Think of all the bazillions of different things you can do in a Word document. The options are limitless. But because we have that freedom, we don’t have an option for easily converting all documents to accessible formats.

It’s important to create accessible documents so that people who use assistive technologies such as screen readers can process your information the way you intended. Screen readers detect the structure and features of a document by looking at the underlying code. When the document is coded correctly, it is accessible.

An accessible Word document for a syllabus or CV uses proper heading structure, descriptive hyperlinks, appropriate document text styles, correct table formatting, and image alt tags. When you convert your document to a PDF, those same elements will be available in your final document.

Making these modifications isn’t difficult, but it may involve changing a few of your processes. The good thing is you can save some of your preferences, which may help you work more efficiently in the future. Let’s give it a try!

Use the Right Software Versions

Before you begin, please make sure you are using acceptable versions of both Microsoft Word and Adobe Acrobat. In Microsoft Word, make sure you can save your document as a .docx file. For Acrobat, make sure you have Adobe Acrobat Pro, NOT just Acrobat Reader.

If you find that you are using outdated software, call the IT Helpdesk at 942-2911 to get upgraded.

Follow an Appropriate Heading Structure

One of the most important things you can do to you document is apply appropriate heading styles using the Styles Pane in the Toolbar at the top of your document. If you don’t like how the default heading styles look, you can always create your own.

Here’s a quick Heading styles checklist:

Revise Document Text Styles and Hyperlinks

You know how you have that one statement in your syllabus that you really want to stress so you put it in bold? To make sure it gets coded correctly for accessibility, make that change from the Styles Panel using the “Strong” style. And while you’re at it, follow these other guidelines for hyperlinks and document text styles:

Things to Avoid:

Correctly Format Tables

It’s fairly common to include a schedule or calendar in a course syllabus, but it’s important that we format that information correctly. For starters, don’t just use the Tab key to create new columns of information. Opt for a table instead. Here are a few pointers to help you:

Things to Avoid:

Add Image Alt-Tags

To prepare your document for assistive technology, all non-text elements such as images, logos, clip art, charts or graphics, need to have alternative text descriptions that convey the same information.

In Word, follow these steps to add alt text:

Here are a few other considerations to keep in mind:

Things to avoid:

Add a Document Title

To avoid modifying your document title in the PDF format, follow these instructions:

Word 2013

  1. Choose File > Properties > Description.
  2. Enter a title in the “Title” text box.
  3. Click “Initial View,” and then choose “Document Title” from the “Show” drop-down list. 
  4. Click “OK” to close the Description dialog box.

Word 2016

  1. Choose File > Properties.
  2. Select the “Summary” tab and write in the Title
  3. Click “OK to close the dialog box.

Wrapping it Up

We’re almost finished prepping your Word Doc! Here are a few final steps to follow:

Additional Resources

This post was meant to give you a quick overview of how to prep your Word doc to convert it to a PDF. However, if you feel like you need more in-depth information about any of the items mentioned above, please refer to these resources:


Jayna Phinney
Jayna Phinney

Jayna Phinney is an Instructional Designer in the Center for Digital Learning and Instruction. Contact her at jayna.phinney@angelo.edu or 325-486-6264.