PDF Conversion Techniques

Converting your PowerPoint or Word Document to PDF

Properly converting your source document into a PDF can save you time and effort when working to make it PDF/UA compliant. If you convert your document improperly, you may end up with an image-only PDF which makes finding and tagging text difficult.

Course Document

The document linked below is designed to be used in this course. It is recommended that you download and use it during your studies.

PDF Accessibility Source Document.docx Download PDF Accessibility Source Document.docx 

Use the Acrobat Plug-in in the Office Ribbon in Word and PowerPoint

This method allows document editors to create PDF and set preferences from an easy to use interface.

  

Word PDFMaker Preferences

To ensure the PDF converts with accessibility features enabled, ensure the following options are selected in the PDF Maker preferences:

• View Adobe PDF Result
• Prompt for Adobe PDF file name
• Convert Document Information
• Leave PDF/A compliance setting on none

In the Application settings, make sure the following options are selected:

• Create Bookmarks
• Add Links
• Enable Accessibility and Reflow with tagged Adobe PDF
  • Leave 'Enable advanced tagging' unchecked

  

PowerPoint PDFMaker Preferences

To ensure the PDF converts with accessibility features enabled, ensure the following options are selected in the PDF Maker preferences:

• View Adobe PDF Result
• Prompt for Adobe PDF file name
• Convert Document Information
• Leave PDF/A compliance setting on none

In the Application settings, make sure the following options are selected:

• Create Bookmarks
• Add Links
• Enable Accessibility and Reflow with tagged Adobe PDF
• Convert Multimedia is checked
• Preserve Slide Transitions is checked

Using the Office Save As Dialog (Mac users read)

Follow these steps to ensure you save your Word document as a PDF that maintains your tag structure during conversion:

1. Select File and then Save As from the Office Ribbon.
2. When the option to create a filename appears, name your file and select PDF from the 'Save as type' drop down menu.
3. A new options button will appear. Open that menu and ensure the following are selected:
   1. Page range set to all
   2. Publish what set to Document in Word and Slides in PowerPoint
   3. Include non-printing information has all the following checked:
      1. Create bookmarks using: Headings (Word only)
      2. Document properties
      3. Document structure tags for accessibility
   4. PDF options has Bitmap text when fonts may not be embedded checked

Your document will save as a PDF with all the tags you created while formatting your source document. This should be true for both Word and PowerPoint files. 

Export to PDF

Follow these steps to use the export feature in Word and PowerPoint to create a PDF with tags:

1. Select File and then Export from the Office Ribbon.
2. Activate the Create Adobe PDF button.
   1. Save your file and continue if prompted.
3. You will now be prompted to save your file as a PDF, but first check the options window to ensure the following are all selected:
   1. Convert document information
   2. Enable Accessibility and Reflow with tagged Adobe PDF
   3. Create Bookmarks:
      1. Convert Word Headings to Bookmarks.
   4. Convert Multimedia (PowerPoint only)
   5. Preserve Slide Transitions (PowerPoint only)
   6. Convert Comments should be checked.
   7. Page/Slide range should be set to all.