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Step 3: Preparing Word Documents for PDF Conversion

Make sure the document is properly formatted (from Step 2):

 

Then check the following conditions:

 

 A. All Edits must be accepted:

The icon for accepting edits is located on the reviewing tool bar (See Sec. 1-A), and is displayed as check mark on a page

Graphic showing the Reviewing Tool bar with a callout box pointing the the Accept Changes icon.

 

Changes may be accepted by:

  1. Clicking on the Accept Change icon,
  2. Then selecting Accept All Changes in Document from the drop down menu.

Graphic displaying options to select from the pull down menu when the Accept Change icon has been clicked. Accept All Changes in Document choice has been selected.

 

 B. Turn Track Changes Off:

 

Check to see if Track Changes is on or off.  Track Changes is a toggle. If Track Changes is on (see example below), click the Track Changes Icon. The indicator for Track Changes is located in the “Status Bar” displayed at the bottom of the Word window.

HINT: if Track Changes is on, the icon is highlighted with a lined box around the icon. When turned off, the outlined box disappears.

 

Status Bar (at the bottom of your window) with Track Changes indicator turned on:

Graphic showing Status Bar with a callout box pointing to and displaying that the Track Changes indicator is on.

Status Bar with Track Changes indicator turned off:

Graphic showing Status Bar with a callout box pointing to and displaying that the Track Changes indicator is off.

 

If Track Changes is on (see above), click the Track Changes Icon.

The icon for Track Changes is located on the “Reviewing” tool bar and is displayed with a star on the corner of a document and pen.

Graphic showing Reviewing tool bar with a callout box pointing to the Track Changes icon.

 

 C. Remove All Comments:

Note: Always perform this step. Comments may be hidden.

To remove comments

  1. Click on the Reject Change/Delete Comment icon:

Graphic showing Reviewing tool bar with a callout box pointing the the Delete Comment icon.

 

  1. Select Delete All Comments in Document from the drop down:

Graphic showing drop down menu choices when the Delete Comment icon has been clicked. Delete All Comments in Document has been selected.

 D. All Formatting Marks Turned Off

All formatting marks must be turned off.

  1. Click on Tools;
  2. Then Options to display the Option Menus.

Graphic of the

 

Formatting marks may be found under the View tab. Ensure that all formatting marks are turned off.

Graphic of the "Options" window, displaying the "View" tab. A callout box points to the "Formatting marks" section stat that all of the check boxes should be unchecked.

 

 E. The Print Layout View

The Print Layout View must be turned on.

  1. From the Standard tool bar located at the top of the Word window,
  2. Select View;
  3. Then Print Layout.

Graphic of the "Print Layout" option selected from the Menu tool bar under View. Alt+V opens the View drop down list.

 

Before you start conversion, be sure to SAVE your work!

 

 F. Adobe Conversion Settings in Word

TIP: The "File; Print" method of creating a PDF in any application will not transfer any of the tags that may have been inserted in your original document and does not create a 508 compliant file.

 1. Basic Requirements

Adobe Acrobat Professional version 8.0 must be installed on your computer in order to properly convert Word documents to PDF format.  If you have version 7.0, you must upgrade to version 8.0.  Acrobat no long supports Adobe version 7.0.  If Adobe Acrobat Professional has been installed, “Adobe PDF” will appear in the top menu bar.

Graphic of the Menu bar with a callout box pointing the the Adobe PDF option.

 

 2. Conversion Settings

Before creating a PDF document, check the conversion settings for Adobe PDF in Microsoft Word.

  1. Click on Adobe PDF located in the top menu bar, usually at the end of the bar;
  2. Then select Change Conversion Settings.

Graphic of the extended Adobe PDF list from the Menu bar. Change Conversion Settings is selected. Shortcut: Alt+b, then S.

 

The following window will appear:

Graphic of the Conversion Settings window. A callout box is pointing to the Conversion Settings pull-down menu. Be sure that the conversion settings are set to Standard. Use the pull-down menu to select the correct setting.

 

Be sure the following items are checked:

Settings:

þ      View Adobe PDF result

þ      Prompt for Adobe PDF file name

þ      Convert Document Information

 

Application Settings:

þ      Add Bookmarks to Adobe PDF

þ      Add Links to Adobe PDF

þ      Enable Accessibility and Reflow with Tagged Adobe PDF

 

Click OK to return to the document.

 

Once the settings have been changed and saved they will be applied to future conversions to PDF.

 3. The Conversion

To convert the document Click on “Adobe PDF” and select “Convert to Adobe PDF” from the menu.

Graphic of the extended Adobe PDF list from the Menu bar. Convert to Adobe PDF is selected. Shortcut: Alt+b, then C.

 

You will be prompted to Save the document; once the conversion is complete, the PDF will be opened in Adobe.

You now have a document that has been converted to PDF.  The document now needs to be checked for 508 compliance in Acrobat Adobe Professional 8.0.

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