Across real-world documents we've checked, the single biggest cause of accessibility failures isn't a complex design problem — it's a missed checkbox during export from Word. If your PDF has no tag structure at all, screen readers can't read it, regardless of anything else about the document. Here's how to avoid that, step by step.
1. Build structure while you write, not after
Use Word's built-in Heading styles (Heading 1, Heading 2, etc.) for section titles instead of just making text bold and bigger. Use the built-in bullet/numbered list tools rather than typing dashes manually. These structural choices are what becomes the PDF's tag tree — Word can't export structure that was never there.
2. Add alt text to every image
Right-click each image → Edit Alt Text. Write a short, specific description of what the image shows and why it's there — not "image123.png". If an image is purely decorative (a divider line, a background flourish), mark it as decorative using the same dialog rather than leaving it blank.
3. Use real tables with header rows
Insert tables via Word's table tool, and on the first row use Table Design → Header Row. Avoid recreating a "table" using tabs or spaces — it looks right visually but carries no structure at all.
4. Set the document language and title
Select all text (Ctrl+A) → Review → Language → Set Proofing Language to confirm it's correct. Then go to File → Info → Properties → Title and set a real, human-readable title — not the filename.
5. Run Word's built-in Accessibility Checker
Review → Check Accessibility catches many issues (missing alt text, unclear hyperlink text) before you ever export. Fix everything it flags first.
6. Export with tagging enabled — the step everyone misses
Go to File → Save As (or Export → Create PDF/XPS), then click Options before saving. Make sure "Document structure tags for accessibility" is ticked. This single checkbox is the difference between a PDF with a real tag tree and one with none at all — and it's not ticked by default in every Word version.
7. Verify it actually worked
Export settings and Word versions vary, and it's easy to assume tagging worked when it didn't. Run the result through our free PDF accessibility checker — the instant check tells you immediately whether tagging came through, and the full audit gives you a complete, prioritised list of anything left to fix.
General information, not legal advice. Steps may vary slightly by Word version.
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