How To: Export as PDF in Office for Accessibility

Illustration showing PDF accessibility features.

Check your document for accessibility using the built-in accessibility checker within Word, PowerPoint, and Excel first. To access the Accessibility Checker: Select the “Review” tab and then the “Check Accessibility” option. Please note that some checks will not be the same between office versions and to use YuJa Panorama in your Sandbox course to check the original document or PDF.

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Adding Title to MetadataExporting to PDF

Adding Title to Metadata

The built-in Accessibility checker for Word, PowerPoint, and Excel may not provide an error for missing a Metadata title. However, YuJa Panorama, SiteImprove, and Adobe Acrobat will catch the missing title error. If you receive this error, please follow the instructions below.
  1. When you have finished checking your document or slideshow for accessibility within Microsoft Office, select the "File" tab.
    The file tab outlined within Microsoft Word.
  2. Within the options of the File tab, select the "Info" option.
    The Info option is selected within the file tab.
  3. On the right-hand side of the view, select "Add a title" under the "Properties" group.
    The add a title input area outlined next to the title property.
  4. Enter a meaningful title, typically the same title you provided as a Heading 1 within the document.
  5. Save the file.
     

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Exporting to PDF

  1. Select the “File” Tab from the ribbon within your Office program.
    Microsoft Word with the File tab on the ribbon outlined.
  2. Select the “Export” option from the file menu.
    The File tab open within Microsoft Word with the Export option outlined.
  3. Select the “Create PDF/XPS Document” option from the Export menu. Please take note to check and address accessibility issues prior to publishing, especially if the program prompts you to for the Create PDF/XPS button.
    The File tab open within Microsoft Word with the Export option outlined.
  4. Before selecting “Publish” on the Publish as PDF or XPS dialog, select “Options…”
    The File tab open within Microsoft Word with the Export option outlined.
  5. Within the options window under the “Include non-printing information” group ensure “Create bookmarks using: Headings”, “Document Properties”, and “Document structure tags for accessibility” are all checked. Note: If you do not have any headings the bookmarks option will be disabled.
    The Options for creating the PDF or XPS document with all Include non-printing information items checked with the exception of create bookmarks using headings, as the example document does not have any heading structure.
  6. Select “OK” and then select “Publish”.

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