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Add accessibility tags to PDF files to make sure that people who use screen readers and other assistive technologies can read and navigate a document with Tables of Contents, hyperlinks, bookmarks, alt text, and so on. Accessibility tags also make it possible to read the information on different devices, such as large type displays, personal digital assistants (PDAs), and mobile phones. In Microsoft 365 for Windows, Microsoft 365 for Mac, and Office for the web, you can add tags automatically when you save a file in PDF format.

Prepare your source file

The fastest and easiest way to make sure your PDF is accessible is to run the Accessibility Checker before you generate or save your document as a PDF. After you've addressed any issues found by the Accessibility Checker, Microsoft 365 will use that information to create accessibility tags in the PDF. 

Save an accessible PDF in Microsoft 365 

Microsoft 365, Office 2021, Office 2019, Office 2016

  1. Before generating a PDF, run the Accessibility Checker in your document to make sure it is accessible to everyone. For instructions, go to Improve accessibility with the Accessibility Checker.

  2. When you've addressed the accessibility issues, select File > Save As or File > Save a Copy.

  3. Do one of the following:

    • To save the PDF to the same location as the original file, expand the file type dropdown list under the file name, select PDF (*.pdf), and then select More options.... The Save As dialog box opens.

    • To browse for a save location, select Browse. The Save As dialog box opens. Navigate to the location where you want to save the file, and then select PDF in the Save as type list.

  4. In the Save As dialog box, select Options.

  5. Select the Document structure tags for accessibility checkbox, and then select OK.

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See also

Improve accessibility with the Accessibility Checker

Check accessibility while you work in Office apps

Make your content accessible to everyone with the Accessibility Checker

  1. Before generating your PDF, run the Accessibility Checker to make sure your document is easy for people of all abilities to access and edit.

  2. Press Command + Shift + S and type the file name in the Name text box, and select the Place.

  3. In File Format, use the down arrow to browse through file types and select PDF.

  4. Select Best for electronic distribution and accessibility (uses Microsoft online service). This ensures the PDF is tagged.

  5. Select Export.

    Note:  PowerPoint for macOS doesn't preserve hyperlinks in PDFs but if you save your presentation to OneDrive you can open it in PowerPoint for the web and download as PDF from there. PDF files generated from PowerPoint for the web preserve hyperlinks and also tend to have a smaller file size.

Note: At Microsoft, your security and privacy are very important to us. To convert a Word document to PDF, we send the document over to a secure Microsoft service over the internet for conversion. The converted file is then sent back to your device immediately. The Microsoft online service doesn't store any of your file content on our servers. You can save the converted file in your preferred location. For more information, see Why does the Microsoft online service need to convert some Office files?

  1. Before generating your PDF, run the Accessibility Checker to make sure your document is easy for people of all abilities to access and edit.

  2. On the ribbon, select the File button.

  3. Select the Save As option.

  4. In the Save As pane, select Download as PDF to open the Microsoft Word for the web dialog box. You'll see a link to download your PDF document.

  5. Select Click here to view the PDF of your document and then press Enter.

  6. In the notification panel, find the name of your document under Current downloads, and do one of the following:

    • To save in the default location, choose Save.

    • To save in a different location, press Save As. In the Save As dialog box, you can type a new file name and choose the folder you want. Click the Save button.

  7. If you want to open the document or the folder, choose the option you want in the notification bar.

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