Create Accessible PDFs

Summary

How to create accessible, tagged PDFs by making the source Office document accessible first and then exporting with document structure tags on Windows, macOS, and the web, with a warning to avoid Print to PDF. Applies to faculty, staff, and students exporting PDFs from Microsoft 365.

Body

Questions

  • How do I create an accessible PDF?
  • How do I export a Word or PowerPoint file as an accessible PDF?
  • Why is my PDF not readable by a screen reader?
  • What are accessibility tags in a PDF?
  • How do I make a PDF accessible on a Mac / on the web?

Environment

This article applies to Bowdoin faculty, staff, and students who export PDFs from Microsoft 365 apps (Word, Excel, PowerPoint) on Windows, macOS, and the web.

Resolution

An accessible PDF carries structure tags — headings, lists, alt text, reading order, and table headers — that let screen readers interpret it. The key is to make the source document accessible first, then export in a way that preserves those tags.

Step 1: Make the source document accessible

Add headings, alt text, and accessible tables in your Word, PowerPoint, or Excel file, then run Review > Check Accessibility and fix any issues. See Create Accessible Word Documents and Make Accessible PowerPoint Slides.

Step 2: Export as a tagged PDF (Windows)

  1. Select File > Save As and choose a location.
  2. Set the file type to PDF.
  3. Click Options and make sure Document structure tags for accessibility is checked, then save.

Step 2: Export as a tagged PDF (Mac)

  1. Select File > Save As.
  2. Choose the PDF file format and make sure Best for electronic distribution and accessibility is selected, then save.
Do not use Print to PDF. Printing to PDF (or scanning to PDF) creates an untagged, image-only file with no accessibility information. Always export with the accessibility option above.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.

Additional Resources

Details

Details

Article ID: 174265
Created
Mon 8/10/26 11:52 AM
Modified
Mon 8/10/26 4:03 PM

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Create Accessible Word Documents
Step-by-step guidance for creating accessible Microsoft Word documents using heading styles, alt text, descriptive links, simple tables, readable fonts, and the built-in Accessibility Checker. Applies to faculty, staff, and students using Word for Microsoft 365 on Windows, macOS, and the web.
Make Accessible PowerPoint Slides
How to make Microsoft PowerPoint presentations accessible with unique slide titles, a logical reading order, alt text, accessible design and color, captions for media, and the Accessibility Checker. Applies to faculty, staff, and students using PowerPoint for Microsoft 365 and the web.