When it comes to creating accessible documents, small choices can make a big difference. One of those choices is how you convert your file into a PDF: choosing “Save as PDF” instead of “Print to PDF” can have a significant impact on the accessibility of your document.You might wonder, “What’s the difference? Isn’t a PDF a PDF?” While both options create a PDF, the way they handle accessibility features in your original file couldn’t be more different.When you choose “Save as PDF,” all the effort you’ve put into making your document accessible—like adding alt text for images, structuring content with headers, and tagging elements for screen readers—gets preserved. This ensures that your PDF is accessible to individuals using assistive technologies.On the other hand, selecting “Print to PDF” strips out these critical accessibility features, leaving you with a static document that lacks the functionality needed to support all users.
Using Microsoft Office on Mac OS
When you choose Save as in Word, PowerPoint, or Excel on a Mac, and select File Format: PDF, you get an additional choice:
Best for electronic distribution and accessibility (uses Microsoft online service)
Best for printing
Select Best for electronic distribution and accessibility, then Export.
Choosing the correct settings only takes a few extra seconds but makes a world of difference for accessibility.
