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Web Accessibility Training

Generating a PDF

Please note that the methods for Word and PowerPoint are quite different because PowerPoint presentations are constructed differently to Word documents.

Creating a PDF from a Word Document

Correct methods

Make sure you've included an embedded Word document title, and then choose either Method 1 or Method 2.

Method 1 (use this if you have Adobe Acrobat Pro installed)

  1. Select 'File'.
  2. Click the 'Save as Adobe PDF' button.
    or
    Click 'Export' and then the 'Create Adobe PDF' button.
  3. Click 'Save'.

Method 2 (use this if you don't have Adobe Acrobat Pro installed)

  1. Select 'File'.
  2. Click 'Save As'.
  3. Where it says 'Word Document (*.docx)', select 'PDF (*.pdf)' from the drop-down list of format options.
  4. Click on 'More Options'.
  5. Click on 'Options'.
  6. Make sure that 'Document structure tags for accessibility' is ticked.
  7. Do not tick 'PDF/A compliant'.
  8. Click 'OK'.
  9. Click 'Save'.

Incorrect methods

Do not use these – they do not produce reliably accessible PDFs from Word documents.

Incorrect method 1

  1. Select 'File'.
  2. Select 'Export'.
  3. Select 'Create PDF/XPS Document'.

Incorrect method 2

  1. Select 'File'.
  2. Click 'Print'.
  3. Select 'Adobe PDF'.

Creating a PDF from a PowerPoint presentation

You can't create accessible PDFs using the web version of PowerPoint – you'll need to use the desktop version.

Correct methods

Make sure you've included an embedded PowerPoint document title, and then select one of the following methods.

Method 1

  1. Select 'File'.
  2. Select 'Export'.
  3. Select 'Create PDF/XPS Document'.
  4. Click on the square 'Create PDF/XPS' box.
  5. Click 'Options'.
  6. Make sure that 'Document structure tags for accessibility' is ticked.
  7. Do not tick 'PDF/A compliant'.
  8. Click 'OK'.
  9. Click 'Publish'.

Note: this is not an appropriate method for Word documents, only PowerPoint.

Method 2

  1. Select 'File'.
  2. Click 'Save As...' for a new PowerPoint presentation, or 'Save A Copy' for an existing presentation.
  3. Where it says 'PowerPoint Presentation (*.pptx)', select 'PDF (*.pdf)' from the drop-down list of format options.
  4. Click on 'More Options'.
  5. Click on 'Options'.
  6. Make sure that 'Document structure tags for accessibility' is ticked.
  7. Do not tick 'PDF/A compliant'.
  8. Click 'OK'.
  9. Click 'Save'.

Incorrect methods

Do not use these – they do not produce reliably accessible PDFs from PowerPoint.

Incorrect method 1

This method is only available if you have Adobe Acrobat Pro installed, but even if you have you shouldn't use it to create PowerPoint PDFs in this way.

  1. Select 'File'.
  2. Click the 'Save as Adobe PDF' button.
    or
    Click 'Export' and then 'Create Adobe PDF'.

Incorrect method 2

  1. Select 'File'.
  2. Click 'Print'.
  3. Select 'Adobe PDF'.