Home Blog Making PDFs accessible just got easier with Microsoft 365!

Making PDFs accessible just got easier with Microsoft 365!

 2024/05/20   Microsoft Cloud Solutions   225 visit(s)  2 min to read




PDFs are popular for sharing documents because they keep the format right, work on all devices, and are safe. Now, Microsoft has made it easier to make PDFs that everyone can use, including people with disabilities.

What’s new?

  • Microsoft 365 apps like Word, PowerPoint, and Excel now have tools to check and fix any issues that might make a PDF hard to use for some people.

  • You don’t need to use the ‘Print to PDF’ option anymore. Just save your file directly as a PDF on your computer.
  • This is important because there are over a billion people with disabilities worldwide, and they need PDFs that work for them.

How does Microsoft 365 help?

  • When you use Microsoft 365 apps, they automatically check if your document is easy to use for everyone.
  • You’ll see a message that says ‘Accessibility: Good to go’ if everything’s okay.
  • If there’s a problem, you can click on the message to see what needs fixing.
  • In some apps, you’ll find an ‘Accessibility’ tab with all the tools you need.
  • If you’re testing new features from Microsoft (Beta channel), you can find these tools in the ‘Review’ tab.


  • Choose ‘Save as PDF’ or ‘Export as PDF’ to keep your document accessible.
  • Don’t use ‘Print as PDF’ because it won’t check for accessibility issues.

Other improvements:

  • You can now make better PDFs on iPhones, iPads, and Macs.
  • Microsoft added bookmarks in PowerPoint and Word to help people find their way around a PDF.
  • Over 100 changes have been implemented to enhance PDF compatibility with screen readers. This includes refining the tagging of text, images, and shapes for better screen reader interpretation. Additionally, a cleanup of superfluous tags has been conducted to ensure proper labeling of elements such as tables, lists, and quotes, facilitating easier navigation and understanding.


By following these steps, you can make sure your PDFs are easy to use for everyone. It’s not just a good thing to do; it’s essential.


Ctelecoms, as a Microsoft Gold Partner in Saudi Arabia, plays an important role in supporting Saudi businesses with Microsoft 365 solutions. We provide an optimal services to help companies make the most of Microsoft 365’s powerful tools for productivity, collaboration, and security.

Don't hesitate to contact us!

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