[Athen] Headings in Word 2016 not carrying over to PDFs

[Russell Solowoniuk]

Hi Lisa,

I’m using a PC, but have sorted things out!

Thanks,

Russell

From: athen-list <athen-list-bounces at mailman12.u.washington.edu> On Behalf Of L Snider
Sent: Tuesday, October 30, 2018 1:45 PM
To: Access Technology Higher Education Network <athen-list at u.washington.edu>
Subject: Re: [Athen] Headings in Word 2016 not carrying over to PDFs

Hi Russell,

I have had this happen. Are you using Mac or PC?

On one of mine, can't remember which OS, I did all the headings, they showed up on the Table of Contents, no problem, until I made it into a PDF. Three out of the eight headings disappeared and were made into paragraphs. I thought I was the only one in the world to have this happen (I have told Microsoft about it) In the PDF, what are you seeing where the headings should be in the PDF? Is there a tag there? Is it P or Span?

Cheers

Lisa


On Tue, Oct 30, 2018 at 2:12 PM Joe Humbert <joe at a11yeval.com<mailto:joe at a11yeval.com>> wrote:
Hi Russell,

Are you sure you used the built-in heading styles in your word document?

[cid:image002.jpg at 01D47062.D53EDE00]

Otherwise if this is done, then there might be some software bug.  I would recommend reinstalling office, test again, if it is still not work reinstall acrobat.

Others, please chime-in with the keyboard shortcuts as I don’t know them off hand and I’m a slow typer

Joe Humbert

From: athen-list <athen-list-bounces at mailman12.u.washington.edu<mailto:athen-list-bounces at mailman12.u.washington.edu>> On Behalf Of Russell Solowoniuk
Sent: Tuesday, October 30, 2018 2:32 PM
To: Access Technology Higher Education Network <athen-list at u.washington.edu<mailto:athen-list at u.washington.edu>>
Subject: Re: [Athen] Headings in Word 2016 not carrying over to PDFs

Hi Bevi,

Thanks so much for the great explanations and step by step instructions. I followed your instructions and I’m still not getting the headings to carry over to the PDF! I also followed Karen’s instructions with similar results.

Take care,

Russell
From: athen-list <athen-list-bounces at mailman12.u.washington.edu<mailto:athen-list-bounces at mailman12.u.washington.edu>> On Behalf Of chagnon at pubcom.com<mailto:chagnon at pubcom.com>
Sent: Tuesday, October 30, 2018 11:15 AM
To: 'Access Technology Higher Education Network' <athen-list at u.washington.edu<mailto:athen-list at u.washington.edu>>
Subject: Re: [Athen] Headings in Word 2016 not carrying over to PDFs

Russell wrote: “I tried both printing the document to Adobe PDF…”

Never make an accessible PDF that way from any program. It kills all of the accessibility in the PDF and creates only print-specific information in the PDF. Remember, there are all kinds of PDFs for different purposes.

“… going to the Adobe tab in Word and choosing to create a PDF that way.”

That’s the Acrobat ribbon which is installed with the PDF Maker plug-in when Acrobat is installed.
Before clicking the Create PDF button, first click the Preferences button to the right of it and set the conversion settings. The plug-in does not automatically have the accessibility settings by default; you must choose what type of PDF you want to make, in this case an accessible tagged PDF.

General settings for an accessible tagged PDF are:

On the Settings tab:
Conversion Settings: Smallest File Size (or Standard)
Check: Convert Document Information
Check: Create Bookmarks
Check: Add links
Check: Enable Accessibility and Reflow with tagged Adobe PDF

On the Word tab:
Check: Convert footnote and endnote links

On the Bookmarks tab:
Check: Convert Word Headings to Bookmarks
And below it, check the specific styles you want picked up as bookmarks.

Under Advanced Settings (on the Settings tab):
Under the Fonts menu:
Check: Embed all fonts
Check: Subset embedded fonts…
And remove all fonts listed in the Never Embed field. All fonts must be embedded to ensure full accessibility.

Hope this helps!
—Bevi Chagnon

(I’ll be presenting at AHG on accessible PDFs from InDesign, forms from InDesign, and EPUBs from InDesign)

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Bevi Chagnon, founder/CEO  |  Bevi at PubCom.com<mailto:Bevi at PubCom.com>
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PubCom: Technologists for Accessible Design + Publishing
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