Microsoft Word Tables print to PDF layout problems

[sanjay_1005]

I am saving a Microsoft Words file which has few tables in the file to a PDF (Sample rows below).

PT

PV

A

OT

PV

B

ST

PV

C

While printing and saving it as PDF, the PDF arranges and shows the tables in right visual order of  PT, OT and ST. However, when we select the text and paste details in notepad, the order of tables read is not the same. Like PT is selected first followed by ST and then OT.  We do not have missing table rows, just order seems to be disarranged.

Are there any changes needed to word file which will save and select the tables in same order. Due to this issue, PDF to text reading programs are reading table details in different order than as seen in the PDF creating confusion to readers. 

[Meenakshi Negi · Accepted solution]

Hi sanjay_1005,

Thank you for reaching out.

It seems that the issue is with the tagging order in the PDF. PDFs have a visual layout and a logical structure (reading order). While the visual layout may look correct, the underlying tagging and reading order might not match, primarily if the PDF was generated from Word without proper structure tagging.

Please try the suggestion below:

In the MS Word application:

- Ensure each table is inserted as a separate table object, not as floating objects or text boxes.
- Do not manually drag tables around. You can use paragraph alignment and spacing instead.
- Apply consistent heading styles to help define document structure.
- Check Reading Order in Word: Use the Accessibility Checker in Word (Review > Check Accessibility) to identify potential issues.

- When converting the file to PDF, ensure “Document structure tags for accessibility” is checked.

In Acrobat, check the reading order using the steps suggested below:

• Go to Tools > Accessibility > Reading Order.
• This tool lets you visually inspect and correct the reading order of content.
• You can reorder the tags so that PT, OT, and ST are read in the correct sequence.
• For more information, refer to: Reading Order Tool in Acrobat. 

If you are still experiencing the issue, please share the PDF and Word file with us. 

Feel free to let us know if you need any help.

Thanks,

Meenakshi

[roo_technocratx]

The order difference here is not a bug or an error; it is a structural issue, and it can be fixed very easily. If you are facing this issue, you may follow the steps given below:

1. Go to MS Word > File > Save as > PDF.
2. Then, click on options, and make sure that the “document structure tags for accessibility” option is checked.
3. Save and then test it by copying from a new PDF document.

This will ensure that Word includes all the logical reading order tags.

And if you already have the PDF document, then you can:

1. Open Adobe Acrobat Pro > go to tools > accessibility > reading order.
2. It will show you the grey boxes with numbers over the content.
3. And if by chance the numbers over the content are not in order, you can click and drag to select the complete area.
4. Then, in the small “reading order” panel > choose table or text > reassigning the order manually. > save.