How do I make a document's language clear to screen readers and spell-check tools?

Treat proofing language and PDF language information as two separate checks. In Word, select text and use Review > Language > Set Proofing Language to identify its language for spelling and grammar checks. Automatic language detection is also available in supported circumstances. [S2]

For example, if a report is mostly in one language with a paragraph in another, select that paragraph and set its proofing language accordingly. The language labels here are placeholders; choose the actual languages used in your file. This Word setting does not establish that the exported PDF has matching language information.

Check the PDF’s primary language and any passages that differ from it. In Acrobat Pro, Adobe describes setting the primary language through the Accessibility Checker or through Document Properties > Advanced reading options. For a passage in another language, the language can be set on a subtree in the Tags tree or on a text block. Adobe says the PDF language setting enables some screen readers to switch languages. [S1]

These settings do not guarantee that every screen reader will switch or that the file is otherwise accessible. The instructions concern Acrobat Pro; they do not establish that export automatically carries over language settings from the source document. Verify the exported PDF rather than relying on the Word settings alone.

Use this sequence, adapting the language labels and locations to your file:

1. Identify the report’s main language and the passages written in another language.
2. In Word, select each relevant passage and choose Review > Language > Set Proofing Language. [S2]
3. Export the document to PDF.
4. Open the exported PDF in Acrobat Pro. Set or verify its primary language using the Accessibility Checker or Document Properties > Advanced reading options. [S1]
5. For a passage that differs from the primary language, set its language on the relevant tag subtree or text block. [S1]
6. Check the PDF you intend to share after exporting or making changes.

Worked example: suppose the report’s main language is Language A and a quotation is in Language B. Set the quotation’s proofing language to Language B in Word. In the PDF, check that the primary language is Language A and mark the quotation as Language B where supported. These are placeholders, not claims about a particular file.

Use the checklist below to record what you checked. Word’s proofing language identifies text for spelling and grammar checks; the PDF’s own primary and passage-level settings are separate items to verify in the exported file. [S1] [S2]

If you cannot find a passage-level control, Adobe’s described options are a subtree in the Tags tree or a text block in Acrobat Pro. The guidance does not cover every PDF editor or export route, so avoid assuming another tool has the same controls. [S1]