Export to PDF

Saving Your Hard Work

• What: “Exporting” or “Saving as” creates a Tagged PDF. These tags carry your Headings, Alt Text, and Reading Order from your source document (Word, Google, Canva) into the final file.
• The #1 Rule: Never “Print to PDF.” Printing is for paper. When you “Print” a digital file, the computer strips away all the accessibility “tags,” leaving a flat, unreadable image for screen readers.

How to Save Your Tags

Microsoft Word

If you see an Acrobat tab in your top menu bar, use this. It is the most reliable way to preserve complex tagging.

1. Select the Acrobat tab in the top ribbon.
2. Select Preferences.
3. Ensure “Enable Accessibility and Reflow with tagged Adobe PDF” is checked.
4. Select OK.
5. Select Create PDF
6. After downloading your document, open it in Adobe Acrobat Pro.
7. Once in Adobe, select Tools > Accessibility > Accessibility Check > Start Checking to run an accessibility check. Review and resolve any issues that appear.

If you do not have the Acrobat Ribbon, do not just click “Save.” Follow these steps to ensure tags are included:

1. Go to File > Save As (or Export).
2. Choose PDF as the file type.
3. Click Options (or More Options).
4. Ensure “Document structure tags for accessibility” is checked.
5. Click OK and Save.
6. After downloading your document, open it in Adobe Acrobat Pro.
7. Once in Adobe, select Tools > Accessibility > Accessibility Check > Start Checking to run an accessibility check. Review and resolve any issues that appear.

Google Docs

There are two ways to download a PDF from Google Docs. Using the File > Download option or Exporting with Grackle.

Download as PDF from Google Docs

• Go to File > Download > PDF Document (.pdf).
• After downloading your document, open it in Adobe Acrobat Pro.
• Once in Adobe, select Tools > Accessibility > Accessibility Check > Start Checking to run an accessibility check. Review and resolve any issues that appear.
• Note: this option sometimes adds an unmarked annotation to the header and footer of your document and results in a Tagged Content failure. To resolve this use the Reading Order Tool, highlight the tagged content failure from the document and then select Background/Artifact. Repeat as often as needed.

While this method works well for simple documents, if you have complex tables or sidebars, we recommend using the Grackle Accessibility add-on to “Export to PDF.” This ensures the most accurate tag structure possible.

Export as PDF with Grackle Docs

• Go to Extensions > Grackle Docs > Launch
• Select Export to PDF
• From the Progress Monitor, select Start
• Once complete, select Download and open in Adobe Acrobat Pro
• Once in Adobe, select Tools > Accessibility > Accessibility Check > Start Checking to run an accessibility check. Review and resolve any issues that appear.

Canva

1. Open the design you want to export.
2. Go to Share, then select  Download.
3. From the File type, selectPDF Standard.
4. Make sure the Flatten PDF checkbox is unchecked. Flattening removes accessibility tags.
5. Select Download.
6. After downloading your document, open it in Adobe Acrobat Pro.
7. Once in Adobe, select Tools > Accessibility > Accessibility Check > Start Checking to run an accessibility check. Review and resolve any issues that appear.

Tip: Accessibility tagging isn’t supported for flattened PDFs.