Overview
Reminder
All Self-Serve Courses are cumulative and in order. Do not start this section if you have not completed the preceding Self Serve Courses or attended training provided by EIR Accessibility.
In this Section
Reviewing with Check Accessibility in Word
A best practice is to review your document using the Accessibility Checker in Word. This will alert you to any accessibility issues that need to be addressed such as missing alt-text.
To check for accessibility in Word:
- Access the Review tab on the ribbon.
- Click the option Check Accessibility.
- Address any errors found under Inspection Results.
- Click Check Accessibility again and verify all errors have been addressed.
Visuals that are not in-line with the text will generate an error. This is OK.
Exporting to Accessible PDF
Finalize your Word document by exporting to accessible PDF.
Keep a copy of your Word file along with your PDF. Return to Word to make changes and export a new PDF.
Exporting to PDF has many benefits including:
- PDF prevents document contents from being edited or changed.
- PDFs ensure that the document’s accessibility features are preserved.
- PDFs ensure compliance with IT-PR4.
- PDF ensures hyperlinks are “clickable.”
- PDF ensures the table of contents is “clickable.” It also generates “clickable” bookmarks in the Bookmarks Panel in Adobe Acrobat for easy navigation.
Convert to PDF on Mac
- Choose File > Save A Copy.
- Choose PDF under File Format.
- Choose “Best for electronic distribution and accessibility.”
- Click Export.
Avoid “best for printing” because it does not produce an accessible document.
Convert to PDF on Windows
Option 1
- Click File > Save As
- Change the Save as Type drop-down to PDF
- Click the Options button.
- Under Include non-printing information: check “Create bookmarks using headings,” “Document properties,” and “Document structure tags for accessibility”
- Click OK and save.
Option 2
- Click File > Save as Accessible PDF
- Click the Options button.
- Under PDF Options: check “Convert document information,” “Enable Accessibility and Reflow with tagged Adobe PDF,” “Convert Word headings to bookmarks”
Reviewing with Accessibility Checker in Adobe Acrobat
Use the Accessibility Checker in Adobe Acrobat after exporting to PDF. This ensures your document is accessible.
To use the Accessibility Checker in Adobe Acrobat:
- Open the document in Acrobat.
- Choose Tools.
- Click Accessibility.
- Click Accessibility Checker.
- Choose all checkboxes on the Accessibility Checker Options dialog.
- Click Start Checking.
- Review errors in the Accessibility pane.
Return to the Word document to fix any errors, then export a new PDF. Accessibility errors corrected in PDF are not carried over to Word. If the error is addressed at the source and corrected in Word, the error will not appear in PDF.
