Why Does 'Print to PDF' Break Accessibility?

"Print to PDF" destroys document accessibility because it treats your file as a visual printout rather than a structured document. When you use the print dialog to create a PDF, your computer sends the content through a virtual printer driver that captures only the visual appearance of each page — stripping out heading structure, reading order, alt text, bookmarks, and language metadata. The result is a flat, untagged PDF that screen readers cannot interpret, making it inaccessible to users with disabilities and non-compliant with WCAG 2.1 and ADA requirements.

This is, without exaggeration, the single most common accessibility mistake faculty make when sharing course materials. The good news: once you understand why it happens, the fix takes fewer steps than the broken method.

What "Print to PDF" Actually Does

When you select File > Print and choose "Save as PDF" or "Microsoft Print to PDF," your computer does exactly what it would do if you were printing to a physical printer. It rasterizes the document — converting structured content into a flat visual layout optimized for ink on paper.

A physical printer does not need to know which text is a heading, what order content should be read in, or what an image depicts. It only needs to know where to place marks on a page. The virtual PDF printer works the same way. It captures the visual output and wraps it in a PDF container, but none of the underlying document structure comes along for the ride.

The PDF looks identical on screen. Every heading appears bold and large. Every image sits in the right place. Every table lines up perfectly. But underneath, the file is just a collection of positioned text fragments and embedded images with no semantic meaning attached.

What Gets Lost

The damage is extensive. Here is what disappears when you print to PDF instead of exporting properly:

• Heading tags and document structure. Screen readers use heading tags (H1, H2, H3) to let users navigate a document by section. Without them, a 30-page syllabus becomes an undifferentiated wall of text. For a deeper explanation, see our guide on what a tagged PDF actually is.
• Reading order. Tagged PDFs define the logical sequence in which content should be read. Without tags, screen readers may read columns out of order, jump between text boxes unpredictably, or read footnotes in the middle of a paragraph.
• Alt text for images. Any alternative text you carefully added to images in Word or Google Docs is discarded. The images become purely decorative as far as assistive technology is concerned — even when they contain critical information like diagrams, charts, or equations.
• Bookmarks and navigation. The table of contents and bookmark panel that make long documents usable disappear entirely.
• Language metadata. The document's language declaration, which tells screen readers how to pronounce words, is stripped away. A document in English may be read with default system pronunciation rules, or worse, with the wrong language engine entirely.
• Table structure. Data tables lose their header cell associations, making it impossible for screen reader users to understand which column or row a value belongs to.

The Correct Way to Create Accessible PDFs

The fix is straightforward: use your application's built-in Export or Save As function instead of the print dialog.

From Microsoft Word

Go to File > Save As (or Export > Create PDF/XPS). In the options dialog, make sure "Document structure tags for accessibility" is checked. This preserves your heading hierarchy, alt text, reading order, and language settings. For a complete walkthrough, see our guide on creating accessible PDFs from Word.

From Google Docs

Go to File > Download > PDF Document (.pdf). Google Docs' download function preserves basic tag structure, headings, and alt text — though the output is less robust than Word's export. We cover the nuances and best practices in our guide on creating accessible PDFs from Google Docs.

From PowerPoint

Use File > Save As > PDF, not the print dialog. Ensure your slides have a logical reading order set in the Selection Pane and that all images have alt text.

How to Tell If Your PDF Lost Its Tags

If you have Adobe Acrobat Pro, open the PDF and go to File > Properties. Under the Description tab, look for "Tagged PDF" near the bottom. If it says "No," the document has no accessibility structure.

You can also open the Accessibility Tags panel (View > Show/Hide > Navigation Panes > Tags). If the panel is empty or shows no tag tree, the document is untagged.

A quicker check: try selecting text in the PDF. If you can select individual words and lines cleanly, the text layer exists (which is better than a scanned image), but that alone does not mean the document is tagged. Tags and selectable text are separate things.

Why This Is the Most Common Faculty Mistake

Faculty default to "Print to PDF" for understandable reasons. It is familiar — the print dialog is one of the most well-known interfaces in computing. It works from any application. It produces a PDF that looks correct. And until recently, almost no one explained that there was a difference between printing to PDF and exporting to PDF.

Most faculty have never been told that PDFs have an invisible structural layer. When the visual output looks right, there is no obvious signal that anything went wrong. The accessibility failure is completely invisible to sighted users.

This is also why accessibility compliance rates for course materials are so low across higher education. It is not that faculty refuse to comply — it is that the most intuitive method of creating a PDF happens to be the one that breaks accessibility every time.

What to Do If You Already Have Untagged PDFs

If you have already distributed untagged PDFs, you have a few options. For a broad overview of approaches, see our guide on the easiest ways to create accessible documents.

If you still have the source document (the original Word file, Google Doc, or PowerPoint), the fastest fix is to re-export it using the correct method described above. This takes under a minute per document.

If you only have the PDF, you can add tags manually in Adobe Acrobat Pro using the Accessibility tools, but this is time-consuming — especially for long or complex documents. A 20-page document with tables and images can take 30 minutes or more to tag by hand.

If you have dozens or hundreds of untagged PDFs, manual remediation is not realistic. This is exactly the kind of problem that Aelira's automated document remediation is built to solve. Our platform can scan your existing PDFs, identify missing structure, and apply tags, reading order, and alt text automatically — helping your department meet WCAG 2.1 compliance before the April 2027 ADA deadline without requiring faculty to rework every document by hand.

The simplest step you can take today: stop using "Print to PDF." Switch to "Export" or "Save As," and every new document you create will carry its accessibility structure forward intact.