Issue Overview
When converting Microsoft Word documents using custom or brand fonts (such as RedHat) to PDF, standard print/save methods may fail to properly map local font metadata. This causes Adobe Acrobat to rasterize the text layer into flattened images, resulting in screen reader failures (e.g., "Failed Alt Text" or missing text tags) and rendering the PDF non-compliant with accessibility standards.
Resolution Steps
1. Convert Document via Acrobat Ribbon
Step 1: Proper PDF Creation
Do not use File > Save As PDF or Print to PDF, as these methods flatten custom font layers.
- Open your document in Microsoft Word.
- Click the Acrobat tab in the top ribbon menu.
- Click Create PDF.
- Save the PDF file to your local device. The document will automatically open in Adobe Acrobat.
Verification: Text in the generated PDF remains selectable as vector text rather than a flattened image.
2. Configure Language Properties
Step 2: Document Properties Settings.
- Open the PDF in Adobe Acrobat Pro.
- Press Ctrl + D (Windows) or Cmd + D (Mac) to open Document Properties.
- Select the Advanced tab.
- Under Reading Options, set the Language dropdown to English (or your document's primary language).
- Click OK to save properties.
Verification: The primary language is explicitly defined under Document Properties > Advanced.
3. Run Accessibility Check
Step 3: Accessibility Validation.
- From the left sidebar or All Tools menu in Acrobat, select Prepare for Accessibility.
- Click Check for Accessibility > Start Checking.
- Review the Accessibility Check results panel.
Verification: Two document issues may be flagged for manual review: Logical Reading Order requires manual checking to confirm proper reading flow, and Color Contrast requires manual checking if an element such as a university logo is present.
Still Need Help?
If you need help completing these steps or experience an issue along the way, please contact the OIT Help Desk.