Accessibility guide
Save a Word document as a PDF instead of scanning it
Facts checked Oct 8, 2026
Save a Word document as a PDF from your word processor's File menu. Printing and scanning it turns the words into a picture nobody can search or read aloud.
Check the official rules. Rules and dates change, so check them with the official sources before you rely on them: ADA.gov (the US Department of Justice), the W3C's WCAG pages and Section508.gov. PageKiwi helps you find problems and get closer to meeting the rules. It can't promise a website meets them, it isn't legal advice, and we can't take responsibility for decisions made from it.
Why it matters
A PDF saved from the document keeps:
- real words, which a screen reader (software that reads the screen aloud) can read
- headings, so people can jump to the item they want
- links that still work
- text people can search, copy, and enlarge on a phone without it going blurry
- a much smaller file than a scan, as a rule
A scan has none of that. Already have scans to fix? See Make a scanned PDF accessible. Which documents the ADA rule for state and local governments covers is in PDFs, agendas and minutes under the ADA Title II rule.
Get the document ready first
The PDF can only keep what the document has. A few minutes here saves fixing the PDF later.
- Headings from the styles menu. Make the title Heading 1 and each section or agenda item Heading 2, from the styles list, not just big bold text. Headings in order explains why.
- Lists from the list buttons (bullets or numbers), not dashes typed by hand.
- Alt text on pictures. Right-click a picture and look for alt text or a description. Write good alt text has examples.
- Links that say where they go: "Budget hearing notice", not "click here" (why).
- Simple tables with the top row set as a header row, in the table's properties.
- A title and a language in the document's properties (often under File, Info or Properties), so a screen reader announces the title, not the file name.
- Run the accessibility checker. Most word processors have one, often under Review or Tools. Fix what it flags.
Save it as a PDF
- On a Windows computer or a Mac: File › Save As (or Save a Copy), and pick PDF from the file type list. Some programs put it under File › Export › PDF instead.
- Before you click Save: open Options or More options and tick anything about tags, document structure or accessibility, and bookmarks from headings if it's offered. Tags are hidden labels that tell a screen reader which part is a heading, a list or a table.
- In a word processor in your web browser: look under File › Download › PDF. Web versions don't always keep as much structure as desktop programs, so do the check below.
- Avoid Print › Save as PDF (or "Print to PDF"). It keeps the look, but usually drops the tags and headings, and sometimes the links.
Has to be signed? Keep the signed copy for your records if your policy needs one, and post the saved PDF, or the text as a web page, for people to read.
Check it
- Open the PDF and select a word with your mouse, or search for one with Ctrl + F (⌘ + F on a Mac). If it finds it, the words are real text.
- Click a link. It should open.
- Open the bookmarks or outline panel in your PDF reader. Your headings should be listed there.
- Look at the title in the window's title bar or the file's properties. It should be the document's title.
- If you have a full PDF editor, run its accessibility checker too.
An automatic checker can confirm the tags are there. It can't tell you the reading order makes sense, so read it through once.
Send this to your colleagues
Not sure what to say? Copy this into an email, add your website's address, and send it.
Hi, So our documents work with screen readers and on phones, could you send me the original file (the document you typed) for anything going on the website, instead of a printed and scanned copy? If you're making the PDF yourself, please: - use Heading 1 and Heading 2 from the styles list for the title and each item - use File, Save As (or Export) and pick PDF, with the accessibility or tags option ticked - not use Print to PDF or the scanner Thanks
What PageKiwi can check
PageKiwi doesn't open PDFs, so it can't check one. Before you save, paste the text into Readability to find long sentences and jargon.
Documents people can read are part of making your website accessible. Website accessibility: where to start, with the tools that help and what the law asks.