Skip to main content
Participating Frequently
January 19, 2025
Question

Issues in tagging when exporting from Word to PDF for accessibility/tags

  • January 19, 2025
  • 1 reply
  • 2447 views

Hi all, 

 

I often have to remediate files for Section 508 compliance that come from Word files that are translated from English files into Spanish. 

 

Lately I have come across several issues with some of these files. I have no way of influencing file design, so I have to basically convert what I am given to PDF from Word. I have tried using two approaches: Save As, then selecting PDF and directly Save as PDF File, which uses Adobe PDF Maker. Generally, the latter option produces better results, but there are many issues that should not really happen. 

 

In today's file, these are some of the issues that came up:

 

1. Parts of text are not tagged at all. These can be entire paragraphs or lines. Text in regular body or in text boxes. I noticed that this file has a lot of footnotes, and a lot of the text that is missing happens to ocur right after the number for the footnote, especially when the paragraph starts in a page, follows onto the other and the footnote number appears on the second page. This happened several times in the file. The footnote links themselves are missing in several instances as well. This is the most serious issue. I am dealing with a 377-page file this time. I found several instances of missing text, and I will try to remediate those errors by tagging manually. But this doesn't always work. Retagging is buggy as well. But the issue is I can't possibly review all of the tags in the document to make sure nothing is missing. It would take ages.

 

2. These footnote numbers are linked to the actual footnote, using a LINK tag, but the OBJR tag is placed outside of the link tag sometimes.

 

3. Tagging of missing text per item 1 above is extremely buggy. If I simply select the text and tag it as "P" using the Reading Order tool, some of the text goes missing (especially in areas with highlighted text). This document has a lot of highlighted text, which is not ideal, but I can't control that. When simply tagging this way text that has highlights, it seems to be "sent to the back".

 

4. For some reason, in some paragraphs, under the P tag, there are several identical containers which seem to have the affected text for that paragraph, instead of a single container. 

 

My goal is to perhaps get some guidance on how to fix the file in Word so that this doesn't happen or to get the attention of someone from the development team so they can fix the way Adobe PDF Maker creates the files so this can be fixed.

 

Thanks!

 

 

1 reply

GeekyGirlRex7295714
Community Expert
Community Expert
January 22, 2025

Does the Word document use standard Word Styles?

Writer | Developer | Facilitator | Geek!
UnderDCAuthor
Participating Frequently
January 22, 2025

Hi @GeekyGirlRex7295714, thanks for your reply. I see a number of styles that don't look standard. Do you mean these? Do you think it could be the cause of one of the issues? If so, what would you think a solution would be? Thanks!

 

 

GeekyGirlRex7295714
Community Expert
Community Expert
January 22, 2025

I think what you have pictured here is just a list of all possible styles, not just the styles (if any) actually used in the document, correct? I don't want to be too basic or too advanced....how familiar are you with Word Styles?

 

Why it might matter: When creating a Word document that will be converted to PDF, not applying heading styles properly or neglecting to add alt text to images, can lead to significant accessibility issues in the final PDF, making it difficult for users with disabilities to navigate and understand the content using screen readers or other assistive technologies.

 

Here are 2 things that can cause accessibility issues when converting from Word to PDF:

Missing heading structure: If you manually format text to appear like a heading without using the designated heading styles, screen readers may not recognize it as a heading. 

Improper table formatting: Tables without header rows or with confusing cell relationships can be difficult for screen readers to interpret. 

 
Try this: Use the "Check Accessibility" feature in Word:
Before saving as PDF, utilize the built-in accessibility checker to identify potential issues and fix them within Word.
 
I hope this helps.
 
 

 

Writer | Developer | Facilitator | Geek!