PDF Conversion In Microsoft Word 2007/2010 Documents
This resource is designed to be printed as a one page PDF file. An HTML version is also available below.
Converting to PDF
To produce accessible PDF files for the web, the following requirements must be met:
- The file must meet accessibility standards by providing alternative text for images, proper headings, appropriate link text, etc.
- The file must be exported correctly. If a file is created by printing to PDF, it will not be correctly tagged.
- Office 2007 users must have either Acrobat or the Microsoft PDF add-in installed. Office 2010 users can create tagged PDF files natively or with the Adobe add-in.
Note
The following instructions can also be used to convert PowerPoint files to PDF.
Word 2007
Adobe Add-in
The Adobe Add-in, also called PDF Maker, is the best choice to create high-quality tagged PDF files.
- To export a PDF, click on the Office button, hover over Save As, and select Adobe PDF (or use shortcut Alt+F, F, A).
- Or you can select Create PDF from the Acrobat ribbon. A dialog box will appear.
- The program should create a tagged PDF file by default. If not, select Adobe PDF Conversion Options and select the Create Accessible (Tagged) PDF file option.
![Screenshot of Adobe PDF option located under the Save As menu.](/img/GOALS/cheatsheets/pdf1.gif)
![Screenshot of Create PDF option located under the Acrobat Ribbon in Word.](/img/GOALS/cheatsheets/pdf2.gif)
![Screenshot of the Adobe PDF Conversion Options, where the Create Accessible Tagged PDF File is selected.](/img/GOALS/cheatsheets/pdf3.gif)
Microsoft Add-in
Word 2007 offers a free Save as PDF Add-in that allows you to create tagged PDF files without installing Acrobat. This is available at http://www.microsoft.com/en-us/download/details.aspx?id=7.
- Click on the Office Button, hover over Save As, and select Adobe PDF (or use shortcut Alt+F, F, P).
- Before saving, select Options and ensure that the Document structure tags for accessibility option is selected.
![Screenshot of the Adobe PDF Save As option.](/img/GOALS/cheatsheets/pdf4.jpg)
![Screenshot of Options window where Document structure tags for accessibility option is selected.](/img/GOALS/cheatsheets/pdf5.jpg)
Word 2010
Adobe Add-in
Please note the Acrobat add-in is only available to users who have Acrobat X installed and have the 32-bit version of Office 2010.
- To export a PDF, select Create PDF from the Acrobat ribbon.
- Or you can select File> Save as Adobe PDF. A dialog box will appear.
- The program should create a tagged PDF file by default.
- If not, select Preferences from the Acrobat ribbon and ensure that Enable Accessibility and Reflow with tagged Adobe PDF is selected.
![Screenshot of the Create PDF button on the Acrobat ribbon.](/img/GOALS/cheatsheets/pdf6.gif)
![Screenshot of Adobe PDF Maker with Enable Accessibility and Reflow with tagged Adobe PDF option selected under the Application Settings sub-menu.](/img/GOALS/cheatsheets/pdf7.gif)
Saving PDF Natively
Tagged PDF files can still be created without installing Acrobat.
- Select File > Save As.
- Under Save as Type, select PDF.
- Before saving, select Options and ensure that the Document structure tags for accessibility option is selected.
![Screenshot of Options menu with Document structure tags for accessibility option selected](/img/GOALS/cheatsheets/pdf8.gif)
Made possible by a grant from the Fund for the Improvement of Postsecondary Education (FIPSE), US Department of Education. No official endorsement implied.