How to Create Tagged Accessible PDFs from Word or PowerPoint on Mac
Question details
The user needs to generate Section 508 compliant, tagged accessible PDFs when converting files from Microsoft Word or PowerPoint on macOS.
- Product
- Microsoft Word, Microsoft PowerPoint, Adobe Acrobat
- Device & OS
- macOS
- Scenario
- Converting Microsoft Office documents into fully accessible PDF files while preserving structural tags.
- Observed behavior
- Standard conversion methods, such as 'Print to PDF', strip structural data from documents. The user needs to successfully generate and retain accessibility tags using Adobe Acrobat integration.
Ensure that the Adobe Acrobat add-in is properly installed and enabled in your Microsoft Office applications on Mac, and that you are connected to the internet to utilize cloud-based conversion features.
Use the Acrobat Ribbon with Microsoft Cloud Services
This method prevents structural data loss by utilizing Microsoft's cloud services, ensuring that the resulting PDF retains all necessary Section 508 accessibility tags.
When converting documents on macOS, the native 'Print to PDF' function flattens the file and removes accessibility metadata. To create a fully tagged document, you must use the dedicated Acrobat add-in integrated into Microsoft Office.
Launch Microsoft Word or PowerPoint on your Mac and open the file you need to convert into an accessible PDF.
Look for the 'Acrobat' tab located in the top ribbon menu of your Microsoft Word or PowerPoint application.
Click on the 'Create PDF' button (often labeled as 'Create Acrobat Ribbon button') to open the conversion options.
In the conversion dialog box, select the first radio button to 'Use Microsoft cloud services' to convert the document to PDF. This step is crucial for preserving tags on a Mac.
Once the conversion is complete, open the new PDF in Adobe Acrobat. Use Acrobat's built-in accessibility tools to inspect the resulting tags and manually repair any remaining compliance issues.
Easily Convert Documents to PDF with WPS Office
If you are tired of wrestling with complex third-party add-ins for basic document management, try WPS Office. It is a lightweight, completely free Microsoft Office alternative that features a powerful, built-in PDF converter directly within the application.
- 1. Open your document in WPS Office: Launch WPS Office for Mac and open your .docx or .pptx file.
- 2. Access the Export feature: Navigate to the 'Tools' tab on the top ribbon and select 'Export to PDF'.
- 3. Export the document: Adjust your preferred export settings in the dialog box and click 'Export' to save your file as a high-quality PDF.
Frequently Asked Questions
Why do PDFs created with 'Print to PDF' on Mac lose accessibility tags?
The native 'Print to PDF' feature in macOS functions like a virtual printer that flattens your document into a visual layout. This process completely strips away hidden structural metadata, such as heading levels and alt text, which are strictly required for screen readers and Section 508 compliance.
What does the 'Microsoft cloud services' option do during PDF conversion?
When using the Acrobat Ribbon on a Mac, selecting the Microsoft cloud services option offloads the conversion process to Microsoft's servers. This securely handles complex document structures and ensures better preservation of hyperlinks, bookmarks, and accessibility tags compared to local macOS conversion engines.
Can I check my PDF for accessibility tags without Adobe Acrobat Pro?
While Adobe Acrobat Pro provides the most comprehensive accessibility checking tools, you can also use native screen reader software (like VoiceOver on Mac) to test if the document can be read logically. Alternatively, there are several specialized online PDF accessibility validation tools available for free.
