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How to Create an Accessible PDF from Word with Unsupported Fonts
Question details
The user needs to convert a document containing custom fonts into a PDF while preserving both font rendering and essential accessibility features like bookmarks, hyperlinks, and alt text.
- Product
- Word Processor
- Device & OS
- not provided
- Scenario
- Exporting a highly formatted document to a PDF for public distribution while meeting accessibility standards.
- Observed behavior
- Standard PDF export fails to render the Montserrat font properly. Microsoft Print to PDF keeps the font but flattens the file, stripping out table of contents, alt text, and other structural tags needed for accessibility.
Verify that your custom fonts are fully installed on your system and that their licensing permissions allow for embedding within exported documents.
Use a Dedicated PDF Conversion Application
Using dedicated PDF software (such as Foxit Reader or Acrobat) can correctly embed unsupported fonts while preserving the document's structural tags for accessibility.
Native Word export sometimes struggles with specific custom fonts. Alternative virtual printers like 'Print to PDF' fix the font issue by flattening the document, but this destroys the structural metadata required by screen readers.
Dedicated PDF applications install an add-in directly into your word processor that bridges this gap, allowing both font embedding and tag preservation.
Download and install a professional PDF application such as Foxit Reader or Adobe Acrobat.
Open your original document containing the custom fonts in your word processor.
Navigate to the new dedicated PDF tab in the ribbon (e.g., 'Foxit PDF' or 'Acrobat') created by the software installation.
Click on 'Settings' or 'Preferences' within the ribbon and verify that options for 'Enable Accessibility and Reflow with tagged PDF' and 'Embed Fonts' are enabled.
Click the 'Create PDF' button to finalize the conversion and generate your accessible file.
Embed Fonts Before Native Export
Forcing the word processor to embed the custom fonts inside the document file can sometimes resolve rendering failures during the native PDF export process.
Export Accessible PDFs Seamlessly with WPS Office
WPS Office offers a robust built-in PDF converter that flawlessly handles custom fonts like Montserrat while natively preserving your document's hyperlinks, table of contents, and structural accessibility tags.
- 1. Open Document: Launch WPS Writer and open the document containing your custom fonts.
- 2. Select Export Option: Click on the 'Menu' button in the top-left corner and select 'Export to PDF'.
- 3. Configure Advanced Settings: In the export dialog window, click on the 'Advanced Settings' button.
- 4. Enable Bookmarks: Ensure that the option to export bookmarks and structural metadata is checked.
- 5. Export File: Click the 'Export' button to instantly generate your fully accessible PDF with perfect font fidelity.
Frequently Asked Questions
Why does Microsoft Print to PDF remove hyperlinks and bookmarks?
Print to PDF functions as a virtual printer, which essentially 'flattens' the document into an image-like format. This process naturally strips out interactive elements, structural tags, and the metadata required for screen readers and accessibility.
How can I check if my converted PDF is actually accessible?
You can verify accessibility by using the built-in Accessibility Checker found in advanced PDF applications, or by using free online PDF validation tools. These scan the document for structural tags, reading order, and alternative text on images.
Why do my custom fonts look like standard fonts after PDF conversion?
If a custom font is not embedded during the export process, the destination computer or PDF viewer will substitute it with a default system font. Ensuring 'Embed fonts' is enabled in your document settings prevents this visual distortion.
