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Overview

Many Microsoft Word documents are exported to PDF files for the purpose distribution to a wide range of users. How well a Word document converts to a PDF file has a lot to do with the document design which is also going have a bearing the accessibility of the document.

Below are some suggestions on how to avoid the common problem areas when converting a Microsoft Word document to a PDF file.

Add Structure to Word Documents

Design your document with styles. Styles add the structure necessary to make your documents usable to people with disabilities. Headings are the best way to structure document sections.

Graphics and Images

All graphics and images should be configured with alternative text descriptions. Avoid placing graphics too close to text. This can cause problems when converting a Word document to a PDF file. Place white space between text and graphics as this helps the conversion to PDF process distinguish the one from the other.

Alternate Text (Alt Text)

Alternative Text or Alt Text refers to text that can be read by a screen reader to describe the graphics and images which people with visually disability cannot see.

In Word 2003 you can add alt text by:

• - Double clicking on an image
• - OR right clicking and selecting the Format Picture menu selection
• - Select the Web tab and enter the alt text for the image

Text

Some considerations for the text of the document are:

• - Try to use at least 12 point type or larger
• - Avoid using text boxes
• - Avoid using Enter to create space between paragraphs. Use the space before and after properties in your styles

Columns

To create columns, do not use the tab key to make space between text columns or put text in a table. Instead use the column formatting option in Word.

The Column dialog can be access via the toolbar by selecting the column button.

You can also access the Column dialog by selecting the Format menu and then Columns.

Headings

Use styles to create heading formats such as:

• - Title
• - Heading 1
• - Heading 2
• - Heading 3
• - etc

Make styles progress in a logical manner. For example a Heading 2 should come after a Heading 1.

The Styles and Formatting Task Pane can be opened by selecting the Format menu and then Styles.

You can make use of the Keyboard Shortcuts in Word for applying header styles 1 thru 3.

They are:

• - Ctrl + Alt + 1 = Heading 1
• - Ctrl + Alt + 2 = Heading 2
• - Ctrl + Alt + 3 = Heading 3

Hyperlinks

Add a meaningful description to hyperlinks. Avoid using non-descriptive text such as “Click here”.

To insert a Hyperlink select the text you want to be the link and then:

• - Insert the link by pressing Ctrl+K to open the Insert Hyperlink dialog
• - Use the screen tip button to add text descriptions to hyperlinks

Lists

When using lists be sure to:

• - Use Bulleted Lists to emphasize individual points.
• - Use Numbered lists to describe the proper order for a series of steps in a sequence.

Tables

When creating tables:

• - Do not use tabs and spaces to create tables. Use the Insert Table command.
• - Avoid letting table rows break across a page.
• - Tables that go beyond a page should repeat header rows.

This can be done from the Table Properties dialog by placing the cursor within the table and then selecting the Table menu and then Table Properties.

Conclusion

Taking care to format your document correctly using these tips will help to create an accessible PDF document.

If you find you still need assistannce with making your Word documents accessible in PDF format please contact us here at TheAccessPond.

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