For training that enhances your effectiveness and inspires your students.

Converted Word/Powerpoint files to PDf

PDF files converted from Word or PowerPoint lack text styles, alternative text tags, and structural tags. 


Standard

Example of Standard in Action

PDF files need structural tags including header styles and list styles for navigation and alternative text for images to be accessible to low-vision and screen readers users. PDF files may start out as Word, PowerPoint, OpenOffice, or other documents and then be converted to PDF. To ensure that the converted PDF file is accessible, use best accessibility practices in creating the source document (e.g. style headers, list tags, alternative text, meaningful link text, structured tables) and then use an approved conversion tool to generate the PDF.

Adobe Acrobat Professional is the only tool that will allow you to repair a non-accessible PDF file. Alternatively, you can recreate the file in Word or PowerPoint with required accessibility tags (e.g. style headers, list tags, alternative text, meaningful link text, structured tables) and then use an approved conversion tool or the Microsoft Office plug-in to convert to PDF.

Example of Issue

Using the “Print to PDF” function in Microsoft Word will not maintain the structural tags of the source document and thus will result in an inaccessible PDF file. You can check your PDF file for accessibility by opening it with the free Adobe Reader application. Use the Accessibility: Quick Check menu to verify your PDF file.

Adobe Reader Accessibility Quick Check

Locating the Issue in Your Course

You will want to look through your course for each instance of a PDF file. You can click through each page in your course to find PDF files, or use the file management tools within your LMS.   In order to test whether your PDF file is accessible, use the  Accessibility Quick Check in the free Adobe Reader application.

  • Open the PDF file with the free Adobe Reader application
  • Select the Edit > Accessibility > Quick Check menu item
  • Confirm the accessibility report generated

Resources to Align With Standard

  • WebAIM (Web Accessibility in Mind) provides web accessibility solutions to individuals with disabilities. Links provided will give you information about how to create accessible Microsoft Word and PowerPoint documents and to convert them to accessible PDF files.

Leave a Reply