How do I export a document as a tagged PDF for assistive technology?

Start with the editable document. Run the accessibility checker in your editor and address the issues it flags before making the PDF. Microsoft’s guidance for its listed Office versions recommends this step as part of the PDF workflow. [S1]

Also look over the document yourself: confirm that the headings reflect the sections and that any tables, links, or images have the information you intend to carry over. An automated checker is a preparation step, not proof that the finished PDF works well with assistive technology.

In the applicable Microsoft Office save-as-PDF options, select “Document structure tags for accessibility.” Microsoft describes these tags as supporting assistive-technology navigation and carrying structural information that can include a table of contents, hyperlinks, bookmarks, and alt text. [S1]

Other apps may use different names or offer different export controls. Look for an option referring to accessibility, tags, or document structure; if you cannot find one, check that app’s help or export settings rather than assuming the PDF is tagged. The documented Microsoft workflow does not establish that every exporter offers the same option. [S1]

Open the exported PDF and inspect its structure, not just how the pages look. Check whether the headings appear in a sensible hierarchy and whether the content’s reading order follows the intended sequence. Also review relevant elements such as links, bookmarks, tables of contents, and image descriptions where present.

If the structure is missing or out of sequence, return to the source document, correct it, and export again with the tagging option selected. Then recheck the new PDF. Treat this as a practical review, not a guarantee: Microsoft explicitly cautions that tagging alone does not ensure accessibility, and its guidance does not establish that every PDF will work correctly with every assistive technology. [S1]

Use this sequence and note any checks that need a second look:

1. Run the source document’s accessibility checker; address its flagged issues.
2. Identify the headings and other structure that the exported file should preserve.
3. Choose the PDF export setting for document structure or accessibility tags, if the app provides one.
4. Open the exported PDF and inspect its headings and reading order.
5. Review other relevant structure, such as links, bookmarks, tables of contents, and image descriptions.
6. If something is missing or confusing, revise the source and export again, then repeat the checks.

For Microsoft Office, the named save option is “Document structure tags for accessibility.” The exact steps and available controls can differ in other apps. [S1]