How to Create Accessible PDFs from Word & InDesign — Step-by-Step Guide 2026

If you've ever wondered "how do I create an accessible PDF?" — you're not alone. The best way to get an accessible PDF is to start with an accessible source document. Whether you're using Microsoft Word or Adobe InDesign, following accessibility best practices from the beginning ensures your PDFs are ADA compliant, Section 508 compliant, and WCAG 2.1 AA compliant.

This comprehensive guide covers everything you need to know about creating accessible PDFs from Word and InDesign — from setting up your source document to exporting a tagged PDF and testing for accessibility.

Why Create Accessible PDFs from the Source?

Creating accessible PDFs from the source document is the most efficient and effective way to ensure accessibility. Here's why:

• Prevention is better than cure: It's much easier to add accessibility features in the source document than to remediate a PDF later
• Saves time and money: Creating accessible PDFs from the start eliminates the need for costly remediation
• Better quality: Source-based accessibility produces cleaner, more reliable PDFs
• Consistency: Accessibility features applied consistently across all documents
• Legal compliance: Ensures your PDFs meet ADA, Section 508, and EAA requirements

Creating accessible PDFs in Word or creating accessible PDFs in InDesign is the recommended approach for all document creators.

Part 1: How to Create Accessible PDFs from Microsoft Word

Step 1: Use Proper Heading Styles

Headings are the backbone of document structure. Screen reader users navigate by headings — make them meaningful.

How to apply heading styles in Word:

1. Select the text you want to format as a heading
2. Go to Home → Styles
3. Select Heading 1 for main headings, Heading 2 for subheadings, etc.
4. Maintain hierarchical order (H1 → H2 → H3 — don't skip levels)

Best Practice: Use Word's built-in heading styles, not just bold or large text. Screen readers rely on these styles.

Step 2: Add Alt Text to All Images

All meaningful images must have descriptive alt text. Decorative images should be marked as decorative.

How to add alt text in Word:

1. Right-click the image
2. Select Edit Alt Text
3. Type a descriptive alt text in the Alt Text pane
4. For decorative images, check "Mark as decorative"

Best Practice: Keep alt text concise (1-2 sentences) and descriptive. Don't start with "Image of."

Step 3: Create Tables with Header Rows

Tables must have header rows identified so screen readers can announce column headers.

How to create accessible tables in Word:

1. Create your table in Word
2. Select the header row
3. Go to Table Design → Header Row
4. Ensure the header row is checked

Best Practice: Keep tables simple. Avoid merged cells or complex table structures.

Step 4: Use Meaningful Hyperlink Text

Link text should describe the destination. Avoid "click here" or "read more."

How to add meaningful links in Word:

1. Select the descriptive text you want to link
2. Right-click → Link (or Ctrl + K)
3. Enter the URL

Best Practice: Link text should make sense out of context (e.g., "Learn more about accessibility" instead of "click here").

Step 5: Specify Document Language

Document language ensures proper pronunciation by screen readers.

How to set language in Word:

1. Go to File → Options → Language
2. Set the default language
3. Ensure it matches the document's content language

Step 6: Run the Accessibility Checker in Word

Word has a built-in accessibility checker that identifies issues before you export.

How to run accessibility checker in Word:

1. Go to Review → Check Accessibility
2. Review the results
3. Fix any issues identified

Step 7: Export as Tagged PDF

This is the critical step — checking "Document structure tags for accessibility" ensures your PDF is tagged.

How to export accessible PDF in Word:

1. Go to File → Save As (or Export)
2. Select PDF as the file type
3. Click Options
4. Check "Document structure tags for accessibility"
5. Click OK and save

Creating accessible PDFs in Word is straightforward when you follow these steps. Making documents 508 compliant in Word starts with these best practices.

Part 2: How to Create Accessible PDFs from Adobe InDesign

Step 1: Use Proper Paragraph Styles

InDesign uses paragraph styles to structure documents. Screen readers rely on these styles for navigation.

How to set up paragraph styles in InDesign:

1. Open the Paragraph Styles panel (Window → Styles → Paragraph Styles)
2. Create styles for Heading 1, Heading 2, Heading 3, Body Text, etc.
3. Apply styles consistently throughout your document
4. Maintain hierarchical order (H1 → H2 → H3)

Best Practice: Name your paragraph styles clearly (e.g., "Heading 1" instead of "H1"). InDesign accessibility depends on proper style usage.

Step 2: Add Alt Text to Images

All images must have alt text in InDesign before export.

How to add alt text in InDesign:

1. Select the image
2. Go to Object → Object Export Options
3. Select the Alt Text tab
4. Choose "Custom" from the Alt Text Source dropdown
5. Type the alt text description
6. For decorative images, check "Decorative"

Best Practice: Add alt text in Object Export Options — not in the metadata panel. Indesign accessible PDF creation requires proper alt text.

Step 3: Create Accessible Tables

Tables must have header rows identified for screen reader navigation.

How to create accessible tables in InDesign:

1. Create your table in InDesign
2. Select the header row
3. Go to Table → Convert Rows → To Header
4. Ensure the header row is correctly marked

Best Practice: Keep tables simple. Use Table → Table Options → Table Setup to set up headers.

Step 4: Specify Reading Order

InDesign's Articles panel controls the reading order of content.

How to set reading order in InDesign:

1. Open the Articles panel (Window → Articles)
2. Drag content elements into the Articles panel in the correct reading order
3. Each article represents a sequence of content that will be read in order
4. Ensure reading order matches visual layout (top to bottom, left to right)

Best Practice: Use the Articles panel to control reading order — don't rely on the Layers panel. InDesign accessibility features include the Articles panel.

Step 5: Add Bookmarks (For Long Documents)

Bookmarks provide navigation for screen reader users in long documents.

How to add bookmarks in InDesign:

1. Open the Bookmarks panel (Window → Interactive → Bookmarks)
2. Select text or objects to bookmark
3. Click the New Bookmark button
4. Name the bookmark descriptively

Best Practice: Add bookmarks for documents over 25 pages.

Step 6: Specify Document Language

Document language ensures proper pronunciation by screen readers.

How to set language in InDesign:

1. Go to File → Document Setup
2. Set the Language field
3. Ensure it matches the document's content language

Step 7: Export as Tagged PDF

Checking "Create Tagged PDF" is the critical step for exporting accessible PDFs from InDesign.

How to export accessible PDF in InDesign:

1. Go to File → Export
2. Select Adobe PDF (Interactive) or Adobe PDF (Print)
3. Click Save
4. In the Export dialog, check "Create Tagged PDF"
5. Check "Create PDF/UA-compliant document" (recommended)
6. Check "Export as Articles" (if you used the Articles panel)
7. Click Export

Creating accessible PDFs in InDesign is the industry standard for professional documents. Indesign ADA compliance starts with these steps. Indesign tagged PDF export ensures accessibility.

Part 3: Testing Your Accessible PDF

Step 1: Run Our Free PDF Accessibility Checker

Upload your PDF to our free PDF accessibility checker to test against WCAG 2.1 and PDF/UA standards.

Step 2: Run Accessibility Full Check in Adobe Acrobat Pro

Open your PDF in Adobe Acrobat Pro DC → Tools → Accessibility → Full Check. Select WCAG 2.1 Level AA as the reporting standard.

Step 3: Test with Screen Readers

Test your PDF with actual screen readers:

• NVDA on Windows with Adobe Acrobat Reader
• VoiceOver on Mac with Adobe Acrobat Reader
• JAWS on Windows (if available)

Accessible PDF Creation Checklist

Frequently Asked Questions — Creating Accessible PDFs

Internal Links — PDF Accessibility Resources