Creating tagged PDFs from Microsoft 365 tools

Published on: 24/07/2024 · Last updated on: 25/06/2026

Introduction

Microsoft 365 tools let you export your document as a tagged PDF. Tagged PDFs allow assistive technology users to access the structure and content in a document.

1. Follow best accessibility practices in Microsoft 365 tools

It is essential to follow the SCULPT principles and use Accessible PDF checklist to prepare an accessible document.

Microsoft equation warning. If you have equations in Word or PowerPoint, you must also share in those formats. All equations in Word/PowerPoint will no longer be accessible once you export as a PDF.

2. Save file as PDF

Use the File > Save as prompt

• Go to ‘File’ in the ribbon
• ‘Save As’ and select ‘PDF’ from drop-down menu

Important: Never use ‘Print to PDF‘ option as this creates an untagged PDF and will not be accessible.

Check PDF settings

• Select ‘More Options…’ which open a pop-up tab
• Make sure ‘Create bookmarks using: Headings’ is selected
• Make sure ‘Document Structure tags for accessibility’ is selected

Tagged PDFs let assistive technologies read and navigate through a document. Bookmarks are an accessibility feature everyone can use.

Video of how to save Word Document as a tagged PDF

If this video does not match the Windows version of your computer access the Accessible PDF Creating Guidance by Microsoft Support.

Saving a tagged PDF from Word (no audio) | Panopto

Using Sensus Access for conversion

The University of Bath has a SensusAccess tool for creating alternative formats. This tool can be used to convert between different accessible file formats: for example from Word to either PDF, audio podcast or Braille.