This article guides you on creating a PDF file from a Word file and provides useful references to learn good practices for accessibility.

This guide applies for the version of Word you install and run on your computer, not the one you can run from your browser.

A prerequisite for using this guide is that you have Adobe Acrobat Pro DC on your computer or use the Southampton Virtual Environment (SVE).

Following this guide your PDF file will have a good foundation in accessibility but may require further remediation to remove all accessibility barriers.

Learning good practices for accessibility

Follow good accessibility practices when creating your Word file. Use the tips and strategies shared in the Introduction to Digital Accessibility course and the Better content made easy video guide. Both are available to all staff and students.

Using Word’s accessibility checker

Use the accessibility checker in Word to resolve any accessibility issues it identifies with your content.

Setting a title for your Word document

If a PDF file has a title set, this can appear instead of the filename when opening the PDF in Acrobat Reader. Having a title improves discoverability with tools such as Delve.

Step-by-step instructions

Ensure that a title is set in your Word document and that it is meaningful. To set the title, follow this path:

On a Windows PC

1. File menu
2. Info option
3. in the Properties area, edit the Title field
   
    

On a Apple Mac

1. Go to the menu bar and select File
2. select the option Properties
3. select the Summary tab
4. edit the text in the Title field
5. select OK
   
   

Creating a PDF from a Word file

On a Windows PC

1. Select the button File
2. Choose Save as Adobe PDF
3. Select the Options button from the window that appears
   
   
   
   
4. Ensure that the following options are selected:
   1. Enable Accessibility and Reflow with tagged Adobe PDF
   2. Create Bookmarks
   3. Convert Word Headings to Bookmarks
      
      
      
      
5. Select the OK button.
6. Select your preferred location and enter your preferred filename
7. Select Save.

On a Apple Mac

Before starting, be sure you have Adobe Acrobat Pro DC on your computer.

1. From the menu bar, select the Acrobat tab
   
   
   
   
2. Select Create PDF
   
   
   
   
3. Select Yes when asked if you wish to use the cloud service
4. You may wish to select Remember my choice
5. Adobe will convert the file and open it

Related content

How to install Adobe Acrobat DC

How to download and install Office 365