Excel Accessibility: Acrobat Ribbon Tab

Be sure to save your workbook in Excel first. Then, you can use the Acrobat ribbon tab or the Save As Adobe PDF option located in the File menu. (Note: Do not convert to PDF by using Print to PDF – it will not be tagged correctly.)

Camel Case Document File Name

Using Camel Case is more important for files that will be uploaded to the web. This helps urls for PDFs stay “cleaner.” When you save your workbook, be sure to “CamelCase” the file name. CamelCase is a standard method for naming files that eliminates spaces, hyphens, underscores, or any other special characters. The first letter of every word is capitalized and there are no spaces between words. (Example: VictoriaCollegeFallCalendar.pdf )

Whether or not you choose to use Camel Case for the file name, the name should be concise yet descriptive.

Preferences

You’ll need to make sure that your Acrobat PDFMaker Preferences are set to optimally convert your workbooks to accessible PDFs. The Preferences option is located in the Create Adobe PDF area of the Acrobat ribbon tab.

Excel2016AcrobatPreferences

In the Settings tab, be sure that the following options are checked in the Application Settings: Create Bookmarks, Add Links, and Enable Accessibility and Reflow with tagged Adobe PDF.

Excel2016AcrobatPDFMaker

Be sure to click OK to save your Preferences. (These Preferences should be saved for the future when you use Excel, so you probably won’t have to set them again. However, it’s always a good idea to double check your settings.)

Create PDF

Go to the Acrobat tab and select Create PDF.

Excel2016CreatePDF

(Alternately: Go to File > Save as Adobe PDF.)

In the Acrobat PDFMaker dialog box, you have the opportunity to adjust the Conversion Range, Sheets, and Conversion Options as needed.

Most of your formatting from Excel will carry over to the PDF. However, the more complicated your worksheet, the more likely you’ll need to do a bit of remediation in PDF. The most common thing you may need to adjust is reading order.

Adobe Acrobat Professional DC

Once you’ve converted your Excel worksheet to PDF, open the file in Adobe Acrobat Professional DC. Acrobat DC has a built-in Accessibility Checker as well as a Make Accessible Action Wizard. These tools will assist you with making sure your PDF is as accessible as possible. For more information, check out the Creating Accessible PDF Documents manual.

For more information, check out the blog on the Make Accessible Action Wizard.

Dromedary Camel image from: http://pngimg.com/img/animals/camel

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