Start With the Source Document

Here’s the most important thing to know: fixing the Word file before you export is always faster and more effective than trying to repair the PDF afterward. Remediating a PDF created from an inaccessible Word file takes much more time than starting with an accessible Word file and exporting it. So if you build good habits in Word, the PDF largely takes care of itself.

Before you export:

• Use real heading styles: Heading 1, Heading 2 — not just bolded text. Screen readers use these to navigate the document.
• Add alt text to any image that conveys meaning. Right-click the image → Edit Alt Text.
• Use real list formatting rather than manually typed dashes or numbers.
• Run Word’s Accessibility Checker: Review → Check Accessibility.

When you’re ready to save, always use File → Save As → PDF. Avoid Print → Print to PDF — this creates an untagged PDF that is much harder for assistive technology to read.

Scanned PDFs: The Biggest Barrier

Image-based PDFs — created by scanning a hard copy — are completely inaccessible as-is. They require conversion using optical character recognition (OCR) before they can be made accessible.

If you’re scanning course readings, check whether your scanner has an OCR option, many do. Adobe Acrobat Reader (free) can also run OCR under Tools → Enhance Scans.

When in Doubt, Skip the PDF

If you can replace a PDF with a Word document or a Blackboard page, you should. Both are generally easier to make accessible and easier for screen readers to navigate. For short readings or instructions, consider posting directly in Blackboard instead.

A Better Alternative to Photocopied PDFs

If you’re sharing scanned book chapters or journal articles to save students the cost of purchasing an entire text, there’s a better path worth knowing about. Before scanning and distributing a PDF, check whether the Daemen Library can provide access instead.

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