Some experience-based advice on creating UA compatible PDFs from Word:
Formatting
All formatting must be done using Word styles. Be aware that Word creates lists – bulleted, numbered – automagically, but they are coded as normal, hence useless in this context. Use the list styles offered.
Headings
Use headings by applying the relevant heading styles, not by applying formatting to text. And use headings to create a structure in the document. In the top menu choose View, then tick the Navigation Pane option. This will give you a navigation window on the left. Check that your headings look like a meaningful structure, and that heading levels follow each other in an intelligent manner. If you have blank lines there, one or more lines without text have been assigned a header style. Navigate to the line by clicking it in the pane, and change the style to Normal
Alternative text
All elements that are not running text needs an alternative text that explains what it shows, be it a table, a graph or a picture. This needs to explain what message the element conveys. The Table/Figure text that is to be shown below the element has another function; it is a label.
Table headers
Tables need a header. Right-click the table, in the pop-up menu choose Table properties, then Row and make sure the “Repeat as header row …” is ticked. That makes the row a header in the metadata. (If anyone has found a better way of doing it, please tell me!)
Spelling
Correct spelling and punctuation are also parts of Universal Access. While humans can correct for many misspellings, reading aids probably won’t be able to. So, check your text!
Tools
Use the Review – Check Accessibility tool actively and get rid of all comments. But be aware this tool may not discover all problems. The tool will e.g. not check if your alt texts are intelligible and useful, which is the object of the exercise.
Before you finish, use the File – Info menu to add a Title to your document.
Creating a PDF: I have experienced loss of alt texts using the Save as PDF option, and have started to use the Export – Create PDF/XPS Document option, ticking the Create bookmarks using Headings and PDF/A compliant options.
It might be worth thinking about putting together a short document that brings together all these practical tips and lessons learned. Could be a very handy resource for others here, something to think about!