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Storm-fly
Participating Frequently
September 5, 2023
Question

Converting Word Doc to PDF has issues... ( structure tags are not being converted ?)

  • September 5, 2023
  • 1 reply
  • 6605 views

I am uncertain whether the recent update or some other issue is causing the problem. Previously, when I converted Word documents to PDF, there were no issues and all the headers were accurately preserved. I followed the same style structure that I have always used for my past documents and attempted to convert it to a PDF using both the "Save As" function and the Adobe Ribbon tool. However, both methods resulted in the same outcome - when I opened the PDF using Adobe Reader and run a accessibility check, everything was labeled as a "p," but the bookmarks revealed that there is a structure in the document. What is going on? Is there a new setting that I need to select to resolve this issue? It seems like Adobe Reader recognizes the document's structure in the bookmarks, but the tags section of the application isn't reflecting this at all. 

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    1 reply

    Bevi Chagnon - PubCom.com
    Bevi Chagnon - PubCom.com
    Legend
    September 5, 2023

    Adobe PDF Maker is a part of Adobe Acrobat and is automatically installed into MS Office apps.

    There have been numerous glitches with the new PDF Maker. Can you tell us these things?

    1. Which version of Acrobat are you using: In Acrobat, go to Help / About Acrobat. Need the full release/build number, such as 2023.003.20284.
       
    2. After the PDF is made, please look at File / Document Properties in Acrobat and let us know these 2 items: Application and PDF Producer.


       
    3. And which method did you use to export the PDF from Word? See here for details: https://www.pubcom.com/blog/tutorials/ms-office/export-pdf/index.shtml

     

    —Bevi

    |    Bevi Chagnon   |  Designer, Trainer, & Technologist for Accessible Documents ||    PubCom |    Classes & Books for Accessible InDesign, PDFs & MS Office |
    S
    Storm-flyAuthor
    Participating Frequently
    September 5, 2023

     Here are the answers to your questions: 

     

    1. I am using Continuous Release | Acrobat version 2023.003.20284 on my Mac. 
    2. For your second and third question, I combined them below after trying every option available:
      •  Method A: In Word, I only see the "Create PDF" and "Preferences" buttons in the Adobe ribbon. After running the accessibility checker, everything is a "P" tag, but the bookmark structure is correct. Document properties show "Application: Microsoft Word 2019" and "PDF Producer: Adobe PDF Services." 
      • Method B: Not available for Macs. 
      • Method C: Can't choose options on a Mac, but can still save as PDF. Everything changed to "span" except images and tables, which were tagged as "P." The Bookmark structure is correct; in document properties, both "Application" and "PDF Producer" are blank. 
      • Method D (use Adobe Readers create PDF tool): Adobe Reader converted everything to "span" except images and tables, which were tagged as "P." Document properties show "PDF Producer: Acrobat PDFMaker 15 for Word," but "Application" is blank.
    Bevi Chagnon - PubCom.com
    Bevi Chagnon - PubCom.com
    Legend
    September 5, 2023
    quote
    1. I am using Continuous Release | Acrobat version 2023.003.20284 on my Mac. 
    2. For your second and third question, I combined them below after trying every option available:
      •  Method A: In Word, I only see the "Create PDF" and "Preferences" buttons in the Adobe ribbon. After running the accessibility checker, everything is a "P" tag, but the bookmark structure is correct. Document properties show "Application: Microsoft Word 2019" and "PDF Producer: Adobe PDF Services." 

    By @Storm-fly

     

    Sorry to have to relay bad news, but it's nearly impossible to make an accessible PDF from MS Office on the Mac. Adobe's PDF Maker utility is only available on Windows and not on the Mac (it's an Apple issue, I was told).

     

    Adobe's solution is to upload your file to their Document Cloud service (that's the Adobe PDF Services in your details above) and they'll return what they think is an accessible PDF. Maybe it will be ok, but most likely it will have some inaccessible missteps in it. But you could remediate it in Acrobat afterwards.

     

    Recommended solutions:

    1. Move the Word.docx file to the latest version on Windows, and export a PDF via PDF Maker.
    2. Take whatever you can get from any method, and remediate the PDF in Acrobat or with other tools.

     

    Most folks on Macs who will be creating accessible PDFs find some way to have access to Windows. They either purchase a Windows computer and move the files between Mac and Windows, or outsource that task to someone or a company who will make the accessible PDF.

     

    Our designers run Windows on their Mac via Parallels software and then install Word/Office as well as Acrobat via Parallels. Seems to work fine with few hitches.

     

    —Bevi

    (former Apple dealer but now migrated over to Windows)

     

     

    |    Bevi Chagnon   |  Designer, Trainer, & Technologist for Accessible Documents ||    PubCom |    Classes & Books for Accessible InDesign, PDFs & MS Office |
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