{"id":659,"date":"2025-08-21T09:18:19","date_gmt":"2025-08-21T14:18:19","guid":{"rendered":"https:\/\/uwm.edu\/digital-accessibility\/?post_type=documentation_guides&p=659"},"modified":"2025-09-09T13:15:21","modified_gmt":"2025-09-09T18:15:21","slug":"pdfs-from-microsoft-word","status":"publish","type":"documentation_guides","link":"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/pdfs-from-microsoft-word\/","title":{"rendered":"PDFs from Microsoft Word"},"content":{"rendered":"\n
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The first step in creating an accessible PDF from Microsoft Word is to ensure that the original Word document is accessible. Make sure to follow the core steps for accessibility as outlined in the Documents<\/a> guidance.<\/p>\n\n\n\n

Starting with an accessible Word document, a goal when exporting to PDF is to do so in a way that preserves the document structure of the Word document, including heading levels, alternate text for images and markup that explicitly identifies lists, tables, document language and other content that is important for accessibility. <\/p>\n\n\n\n

When working with Word documents, 51ÁÔÆæ students, faculty and staff are encouraged to use the most current version of Microsoft 365 on computers owned by 51ÁÔÆæ. You can create accessible PDFs using Word on your computer (the desktop app) or Word in your browser (the online version). Learn about accessing and using Microsoft 365 at 51ÁÔÆæ<\/a> if you currently do not have access to the software.<\/p>\n\n\n\n

Creating a PDF from Microsoft Word<\/strong><\/h2>\n\n\n\n
<\/i>
Do Not Print to PDF<\/div>
This method will not preserve the document structure and will result in a PDF document with no tag structure.\u00a0<\/div><\/div><\/div>\n\n\n\n

Microsoft<\/strong> Word (Online Version)<\/h3>\n\n\n\n

From the File menu, select \u201cExport\u2026\u201d and choose “Download as PDF” from the options provided. By default, this produces a PDF that preserves the document structure and helps with accessibility. The next step is to review the Accessibility Tags of the PDF<\/a> output for accuracy.<\/p>\n\n\n\n

\"Microsoft<\/figure>\n\n\n\n

Microsoft<\/strong> Word for Windows<\/strong> (Desktop App)<\/h3>\n\n\n\n

From the File menu, select \u201cSave As\u2026\u201d and choose where you want the file to be saved. In the Save As dialog box, select PDF from the Save As type list. By default, this produces a PDF that preserves the document structure and helps with accessibility. The next step is to review the Accessibility Tags of the PDF<\/a> output for accuracy.<\/p>\n\n\n\n

\"Microsoft<\/figure>\n\n\n\n

Microsoft<\/strong> Word for Mac (Desktop App)<\/h3>\n\n\n\n

From the File menu, select \u201cSave As\u2026\u201d and choose \u201cPDF\u201d from the options provided. By default, this produces a PDF that preserves the document structure and helps with accessibility. The next step is to review the Accessibility Tags of the PDF<\/a> output for accuracy.<\/p>\n\n\n\n

When saving, be sure the radio button labeled \u201cBest for electronic distribution and accessibility\u201d is selected.<\/p>\n\n\n\n

\"Microsoft<\/figure>\n<\/div>\n\n\n\n