How to make Word documents accessible

Create an accessible PDF from Word

You can create an accessible PDF from a Word document by tagging it correctly and exporting it using the right settings.

On this page

What a tagged PDF is

A tagged PDF includes hidden structural information that helps assistive technologies understand the content.

Tags label elements such as:

  • headings
  • paragraphs
  • lists
  • tables
  • images
  • bookmarks

This structure allows screen readers and other tools to navigate and read the document correctly.

If a document is not tagged, or is tagged incorrectly, it will not be accessible.

Before you convert

Well-structured Word documents are more likely to produce accessible PDFs.

Simple documents

Most simple documents will convert well if they use:

  • built-in heading styles
  • properly formatted lists
  • descriptive link text
  • images with appropriate alt text

Using Word’s built-in features preserves structure during conversion.

Complex documents

Documents with complex layouts may not convert correctly, including:

  • multiple columns
  • complex tables
  • form fields

These may require specialist software, such as Adobe Acrobat Pro.

If your PDF cannot be made fully accessible, you must also provide the content in an accessible format, such as:

  • a web page (preferred)
  • an accessible Word document

Convert a Word document to a tagged PDF

Follow these steps in Office 365.

Step 1: Run the Accessibility Checker

  1. Go to the Review tab
  2. Select Check Accessibility
  3. Fix any issues identified, such as:
    • adding alt text to images
    • marking decorative images correctly

This ensures your document is ready to export.

Step 2: Prepare the PDF export

  • Open File > Info
  • Add a document title in Properties (Title field)
  • Go to Export > Print
  • Select Create PDF/XPS
  • If prompted to Investigate Accessibility, fix any issues before continuing

Step 3: Confirm tagging options and save

  1. Select Options
  2. Under Include non-printing information, make sure these are selected:
    • Create bookmarks using headings (or bookmarks if used instead)
    • Document properties
    • Document structure tags for accessibility
  3. Select OK and save the file

If your document includes both headings and bookmarks, use headings for better structure and navigation.

Screenshot of Export and Save As 'Options' menu
Select your PDF tagging options in 'Include non-printing information'.

Using “Save As” or “Save a Copy”

You can also create a PDF using these options. You must:

  • select PDF (.pdf) as the file type
  • choose Investigate Accessibility if prompted
  • go to More options, then Options to confirm tagging settings

Do not print to PDF

Do not use Print to PDF.

This removes accessibility features such as:

  • headings
  • hyperlinks
  • alt text on images
  • document structure

Printed PDFs are only suitable for printing, not for online use.

Check your PDF for accessibility

Step 1: Check document properties

  • Open the PDF in Acrobat Reader or Acrobat Pro
  • Go to Menu, then Document Properties (or press Ctrl + D)
  • In the Description tab, check Tagged PDF is set to Yes

If it says No, review your Word document and export settings.

Step 2: Check structural elements

A tagged PDF must also be correctly structured, not just tagged.

Check that structure has been retained by viewing either:

  • the Contents panel in a web browser
  • the Bookmarks panel in a PDF reader

Make sure:

  • headings or bookmarks appear
  • the order matches the original document
  • there are no missing or skipped headings
Screenshot of PDF opened in a web browser.
On the web, you can check your headings or bookmarks using the 'Contents' icon
Screenshot of PDF open in Adobe Acrobat.
In a PDF reader, check your headings or bookmarks in the 'Bookmarks' icon

Accessibility standards and resources

Following this guidance helps more people access council content and supports meeting UK accessibility regulations, including PSBAR 2018.

If system or format limits stop you from following this guidance, contact the Communications and Marketing team before publishing.