Can I create an accessible PDF from Word on a Mac?

The options described in this guide are specific to Word for Windows. Mac versions of Word may have different menu paths, but the same principles apply: use styles, add alt text, and look for export options that include tags or accessibility.

Do I need to check both 'Document structure tags' and 'PDF/A compliant'?

It depends on your needs. Checking only 'Document structure tags' creates a tagged PDF for accessibility. Adding 'PDF/A compliant' also makes it archival. If you need both, check both.

Why does my PDF from Word not have bookmarks?

Bookmarks are only created if you check 'Create bookmarks using: Headings' in the Options dialog and if your document uses built-in heading styles. If you used manual formatting, no bookmarks will be generated.

Is PDF/A the same as PDF/UA?

No. PDF/A (ISO 19005) is for archiving, while PDF/UA (ISO 14289) is for universal accessibility. They are separate standards, and a PDF can comply with one but not the other.

Make an Accessible or PDF/A File From Word

Word for Windows can produce a tagged, screen-reader-ready PDF. The settings are buried in a dialog box that few users ever open. Find them once and you will never send an inaccessible file again.

Why Accessibility and PDF/A Matter

Public-sector, academic, and legal submissions often require tagged PDFs or PDF/A files. Tagged PDFs carry reading order and structure: headings, lists, and tables that screen readers use to interpret the content. Without those tags, a PDF may look fine visually but be unreadable to assistive technology. PDF/A is the ISO 19005 standard for long-term archiving. It requires embedded fonts and disallows encryption, so the file remains usable for years.

The Hidden Options in Word's Save as Dialog

Go to File > Save As > PDF > Options. That dialog holds three critical checkboxes:

Document structure tags for accessibility. This creates a tagged PDF, adding the structural information that screen readers rely on.
Create bookmarks using: Headings. This generates bookmarks from your heading styles, making navigation faster for all users.
PDF/A compliant. This ensures the output meets the archival standard.

All three are off by default. That is why so many users think they are saving an accessible PDF when they are not.

Step-by-Step Creating a Tagged PDF

Ensure your document uses Word's built-in Heading styles (Heading 1, Heading 2, etc.) for all headings. Those styles produce proper heading tags and bookmarks in the PDF.
Add alternative text to all images. Right-click an image and select View Alt Text (the exact wording varies by version). Describe the image meaningfully.
Go to File > Save As, choose PDF as the file type, and then click Options.
Check Document structure tags for accessibility.
Check Create bookmarks using: Headings.
If you need an archival copy, also check PDF/A compliant.
Click OK and then Save.

Your PDF now contains the tags and bookmarks that make it accessible to screen readers and easier to navigate.

Checking Accessibility Before You Export

Before you open the Save As dialog, run Word's built-in accessibility checker. Go to Review > Check Accessibility. The tool scans your document and lists problems: missing alternative text, unclear heading order, and other issues that would make the PDF less accessible. Fix them before export. It saves time and ensures a usable PDF.

Common flags include images without alt text, empty table headers, and headings formatted manually rather than with styles. Address each one, then re-run the checker until it reports no critical issues.

Understanding PDF/A and PDF/UA

Two Different Standards

PDF/A and PDF/UA are different ISO standards. PDF/A (ISO 19005) governs long-term archiving. It requires embedded fonts and disallows encryption, so the file opens reliably in the future. PDF/UA (ISO 14289) is the separate standard for universally accessible PDF. A PDF can be PDF/A compliant but not accessible. It can be accessible but not PDF/A compliant. Word's built-in option creates PDF/A only; it does not guarantee PDF/UA compliance. For true accessibility, check both boxes in the Options dialog.

Best Practices for Truly Accessible PDFs

Checking a box is not enough. The source document must be well structured:

Use built-in heading styles consistently. Do not manually bold and enlarge text to create headings.
Add meaningful alternative text to every image. Decorative images can have empty alt text, but they must still be marked appropriately.
Use simple table structures with clear header rows. Avoid merged cells and nested tables when possible.
Ensure the reading order is logical. In Word, the reading order is determined by the order of content in the document, so keep that in mind.
Run Review > Check Accessibility before exporting, and fix all flagged issues.

These practices produce a PDF that is tagged and genuinely usable for people who rely on assistive technology.

When to Use PDF/A Vs. Tagged PDF

For long-term archiving, such as legal or historical records, choose PDF/A. If your primary concern is screen-reader readability, a tagged PDF is sufficient. In many cases, check both boxes to get a file that is accessible and archival. Some older PDF viewers do not fully support PDF/A. Test your file in the environment where it will be used. For most public-sector and academic submissions, a tagged PDF without PDF/A is acceptable. Always check the specific requirements of the recipient.