How to Prepare Word Documents for ADA Accessibility

To ensure accessibility for all users, follow these steps when preparing Word documents for sharing or uploading to OwlMed or Canvas.

1. Use Microsoft Word Accessibility Tools

• Open your document in Word.

• Go to Review > Check Accessibility.

  

• Fix any issues flagged, such as:

  • Missing alt text for images

  • Improper heading structure

  • Missing table headers

  • Non-descriptive link text

2. Clean the Document

• Go to File > Info > Check for Issues > Inspect Document.

• Remove hidden comments, metadata, and personal information.

  

3. Save and Share Options

Option A: Upload Word Document

• Keep the file in .docx format.

• Ensure Accessibility Checker issues are resolved.

• Optional: Use Restrict Editing to prevent changes:

  • Go to File--> Info --> Restrict Editing

  • Select “No changes (Read only)”

  • Click “Yes, Start Enforcing Protection”

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Option B: Save as Accessible PDF

• Use File > Save As > PDF (not Print to PDF).

• Open the PDF in Adobe Acrobat Pro 

• Go to All Tools --> View More --> Prepare for Accessibility
• Follow the prompts to 
  • Add a document title
  • Tag the document
  • Identify scanned content
  • Add alt text
• Then run the Accessibility Checker from the left panel to verify compliance.
• Review the report and fix any remaining issues.