{"id":2493,"date":"2023-02-09T19:51:52","date_gmt":"2023-02-10T00:51:52","guid":{"rendered":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/?post_type=chapter&#038;p=2493"},"modified":"2025-12-08T17:07:21","modified_gmt":"2025-12-08T22:07:21","slug":"word-accessibility-sharing-and-exporting","status":"publish","type":"chapter","link":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/word-accessibility-sharing-and-exporting\/","title":{"raw":"Sharing and Exporting","rendered":"Sharing and Exporting"},"content":{"raw":"<strong>On this page:<\/strong>\r\n<ul class=\"navbar\">\r\n \t<li class=\"navitem\"><a href=\"#sharing\">Sharing<\/a><\/li>\r\n \t<li class=\"navitem\"><a href=\"#export\">Export to PDF<\/a><\/li>\r\n<\/ul>\r\nBest practice is to share material in advance of a presentation, meeting, or class.\r\n<ul>\r\n \t<li>Sharing allows users to check for barriers beforehand and customize their experience.<\/li>\r\n \t<li>All users can take additional, in-depth notes and understand terminology and names with greater comprehension.<\/li>\r\n<\/ul>\r\n<h2><a id=\"sharing\"><\/a>Sharing<\/h2>\r\nUpload your document to Brightspace, share via OneDrive, or email a copy. Avoid exporting your Word document to PDF as there is additional and precise work required to make a PDF accessible.\r\n\r\nSharing a Word document allows users to customize the appearance (font size, background colour) and easily have the document read aloud to them without changing the content of the document.\r\n\r\nThere are a number of options for sharing a Word document:\r\n<h3>Share for collaboration via OneDrive\/SharePoint.<\/h3>\r\nLearn how to <a href=\"https:\/\/support.microsoft.com\/en-au\/office\/share-a-document-d39f3cd8-0aa0-412f-9a35-1abba926d354\">share a Word document<\/a>.\r\n<h3>Share a copy via Brightspace.<\/h3>\r\n<img class=\"wp-image-7628 alignleft\" style=\"text-align: initial;font-size: 1em\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/8ALJHhAWzH.png\" alt=\"\" width=\"160\" height=\"315\" \/>Upload a document to Brightspace Content via <strong>Upload\/Create &gt; Upload Files.<\/strong>\r\n<div class=\"clearfix\"><\/div>\r\nContent from a Word document can be copied and pasted into a Brightspace HTML page. To create a Brightspace HTML page:\r\n<img class=\" wp-image-10058 alignright\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-CreateFile.png\" alt=\"\" width=\"204\" height=\"505\" \/>\r\n<ol>\r\n \t<li>Select <strong>Upload \/ Create<\/strong>.<\/li>\r\n \t<li>Choose <strong>Create a File<\/strong>.<\/li>\r\n \t<li>Provide a brief, descriptive title.<\/li>\r\n \t<li>If using templates, open\u00a0<strong>Select a Document Template<\/strong> and choose <strong>000_Blank_v3<\/strong>.<\/li>\r\n \t<li>Copy your entire Word document (Control or Command on macOS and c).<\/li>\r\n \t<li>Paste content in Brightspace editor and choose\u00a0<strong>Remove formatting<\/strong>.<strong>\r\n<img class=\" wp-image-10059 alignnone\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-RemoveFormatting.png\" alt=\"\" width=\"505\" height=\"144\" \/><\/strong>\r\nIf you are not using Template styles, or want to mimic the styles of your Word document, choose <strong>Keep formatting.<\/strong> Note that some fonts and styles may not copy over exactly and may require manual adjustments.<\/li>\r\n \t<li>Verify your content and select\u00a0<strong>Save and Close<\/strong>.<\/li>\r\n<\/ol>\r\n<h3><span style=\"text-align: initial;font-size: 1em\">Share with\u00a0<\/span>Always Open Read-Only<span style=\"text-align: initial;font-size: 1em\"> enabled.<\/span><\/h3>\r\n<span style=\"text-align: initial;font-size: 1em\"><img class=\"wp-image-7620 size-full alignright\" style=\"text-align: initial;font-size: 1em\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/u03MaT1qRF.png\" alt=\"\" width=\"50%\" \/>Select\u00a0<strong>File &gt; Info &gt; Protect Document<\/strong> and choose\u00a0<strong>Always Open Read-Only.<\/strong><\/span>\r\n<div class=\"clearfix\"><\/div>\r\nSelecting\u00a0<strong>Always Open Read-Only<\/strong> will prompt users to opt-in to editing the document:\r\n\r\n<img class=\"alignnone size-full wp-image-7624\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_pIStJgsGPa.png\" alt=\"\" width=\"714\" height=\"145\" \/>\r\n\r\nLearn more about <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-a-document-read-only-5c25909c-46d9-4eb0-9d1f-d072a560e340#ID0EDHBBBBD\">making a document read only<\/a>.\r\n<h3>Mark as Final<\/h3>\r\nA document can be marked as final to inform readers the document is in a complete form and is not to be edited.\r\n<ol>\r\n \t<li>Select\u00a0<strong>File\u00a0<\/strong> and choose\u00a0<strong>Info.<\/strong><\/li>\r\n \t<li>Open the <strong>Protect Document\u00a0<\/strong>menu and select\u00a0<strong>Mark as Final.<\/strong><\/li>\r\n \t<li>Documents will indicate to users the document has been <strong>MARKED AS FINAL<\/strong><img class=\"alignnone size-full wp-image-7631\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_4m0grjNkEc.png\" alt=\"\" width=\"765\" height=\"77\" \/><\/li>\r\n<\/ol>\r\n<h3><a id=\"readonly\"><\/a>Read Only<\/h3>\r\nTo completely lock a document, use <strong>Restrict Editing.<\/strong>\r\n<div class=\"textbox--disclaimer\">\r\n\r\n<img class=\"noborder alignleft wp-image-6958\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5-254x300.png\" alt=\"\" width=\"42\" height=\"50\" \/>Note, this method will prohibit screen reader users from being able to read your document.\r\n\r\n<\/div>\r\n<ol>\r\n \t<li>Go to the <strong>Review<\/strong>\u00a0tab.<\/li>\r\n \t<li>In the Protect group, choose <strong>Restrict Editing.<\/strong><\/li>\r\n \t<li>The <strong>Restrict Editing<\/strong>\u00a0pane will open.\r\n<ol>\r\n \t<li>Select the <strong>Allow only this type of editing in the document:\u00a0<\/strong><\/li>\r\n \t<li>Choose <strong>No Changes (Read only)<\/strong>\u00a0from the menu.\r\n<ol>\r\n \t<li>You may also allow comments, tracked changes, or filling form fields<\/li>\r\n<\/ol>\r\n<\/li>\r\n \t<li>Set any exceptions for specific users<\/li>\r\n \t<li>Click <strong>Yes, Start Enforcing Protection<\/strong><\/li>\r\n \t<li>You will be prompted for a password or User authentication.<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\nTo make changes or turn off editing restrictions:\r\n<ol>\r\n \t<li>Navigate to the <strong>Review<\/strong>\u00a0tab.<\/li>\r\n \t<li>Select <strong>Restrict Editing.<\/strong><\/li>\r\n \t<li>In the <strong>Restrict Editing <\/strong>pane, click <strong>Stop Protection.<\/strong><\/li>\r\n \t<li>Enter password if prompted.<\/li>\r\n<\/ol>\r\nLearn <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-a-document-read-only-5c25909c-46d9-4eb0-9d1f-d072a560e340#ID0EBD=Newer_versions\" data-cke-saved-href=\"https:\/\/support.microsoft.com\/en-au\/office\/allow-changes-to-parts-of-a-protected-document-187ed01c-8795-43e1-9fd0-c9fca419dadf\">more about protected documents<\/a> and watch the following video demonstration:\r\n\r\nhttps:\/\/mediaspace.langara.ca\/media\/t\/0_j5ct8p0g\r\n<h2><a id=\"export\"><\/a>Export to PDF<\/h2>\r\n<div class=\"textbox shaded\">\r\n<p style=\"text-align: center\">The best way to use PDFs is sparingly.<\/p>\r\n\r\n<\/div>\r\nThe knowledge and time needed to <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/creating-accessible-pdfs\/\">make accessible PDFS<\/a> rarely justifies the use of PDFs. PDFs require significant coding to make accessible, do not reflow content to fit different size monitors, and should be used only when necessary.\r\n\r\nDo not use <strong>File &gt; Print<\/strong>\u00a0&gt;\u00a0<strong>Save as PDF<\/strong> as that method does not retain any document structure and requires significant time and expertise to make an accessible file.\r\n\r\nIf you absolutely must create a PDF and have Acrobat installed:\r\n<ol>\r\n \t<li>Open<strong> File<\/strong> &gt; <strong>Save as Adobe PDF<\/strong><\/li>\r\n \t<li>In the save dialogue, s<span style=\"text-align: initial;font-size: 1em\">elect\u00a0<\/span><strong style=\"text-align: initial;font-size: 1em\">Options\u00a0<\/strong><span style=\"text-align: initial;font-size: 1em\">and e<\/span><span style=\"text-align: initial;font-size: 1em\">nsure the following are checked:<\/span>\r\n<ol>\r\n \t<li><strong>Enable Accessibility and Reflow with tagged Adobe PDF<\/strong><\/li>\r\n \t<li><strong>Create Bookmarks<\/strong><\/li>\r\n \t<li><strong>Convert Word Headings to Bookmarks<\/strong><\/li>\r\n<\/ol>\r\n<\/li>\r\n \t<li>Click<strong style=\"text-align: initial;font-size: 1em\">\u00a0Ok<\/strong><span style=\"text-align: initial;font-size: 1em\"> and then\u00a0<\/span><strong style=\"text-align: initial;font-size: 1em\">Save.<\/strong><\/li>\r\n<\/ol>\r\nWithout Acrobat installed:\r\n<ol>\r\n \t<li>Open <strong style=\"text-align: initial;font-size: 1em\">File<\/strong><span style=\"text-align: initial;font-size: 1em\"> &gt; <strong>Save as<\/strong> or <\/span><strong style=\"text-align: initial;font-size: 1em\">Export.<\/strong><\/li>\r\n \t<li>Enter file name and select save location.\r\n<ol>\r\n \t<li>(Windows) Select\u00a0<strong>PDF<\/strong>\u00a0in\u00a0<strong>Save as type<\/strong>\u00a0list.\r\n<ol>\r\n \t<li>Choose\u00a0<strong>Options<\/strong>\u00a0and select\u00a0<strong>Document structure tags for accessibility<\/strong>\u00a0check box.<\/li>\r\n \t<li>Select\u00a0<strong>Ok.<\/strong><\/li>\r\n<\/ol>\r\n<\/li>\r\n \t<li>(MacOS) Select\u00a0<strong>PDF<\/strong>\u00a0from\u00a0<strong>File format<\/strong>\u00a0drop down.\r\n<ol>\r\n \t<li>Select\u00a0<strong>Best for electronic distribution and accessibility (uses Microsoft online service<\/strong>) radio button.<\/li>\r\n \t<li>Select\u00a0<strong>Save<\/strong>.<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\nFor more information about PDFs, read <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/the-people-v-pdf\/\">The People v. PDF<\/a>.","rendered":"<p><strong>On this page:<\/strong><\/p>\n<ul class=\"navbar\">\n<li class=\"navitem\"><a href=\"#sharing\">Sharing<\/a><\/li>\n<li class=\"navitem\"><a href=\"#export\">Export to PDF<\/a><\/li>\n<\/ul>\n<p>Best practice is to share material in advance of a presentation, meeting, or class.<\/p>\n<ul>\n<li>Sharing allows users to check for barriers beforehand and customize their experience.<\/li>\n<li>All users can take additional, in-depth notes and understand terminology and names with greater comprehension.<\/li>\n<\/ul>\n<h2><a id=\"sharing\"><\/a>Sharing<\/h2>\n<p>Upload your document to Brightspace, share via OneDrive, or email a copy. Avoid exporting your Word document to PDF as there is additional and precise work required to make a PDF accessible.<\/p>\n<p>Sharing a Word document allows users to customize the appearance (font size, background colour) and easily have the document read aloud to them without changing the content of the document.<\/p>\n<p>There are a number of options for sharing a Word document:<\/p>\n<h3>Share for collaboration via OneDrive\/SharePoint.<\/h3>\n<p>Learn how to <a href=\"https:\/\/support.microsoft.com\/en-au\/office\/share-a-document-d39f3cd8-0aa0-412f-9a35-1abba926d354\">share a Word document<\/a>.<\/p>\n<h3>Share a copy via Brightspace.<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-7628 alignleft\" style=\"text-align: initial;font-size: 1em\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/8ALJHhAWzH.png\" alt=\"\" width=\"160\" height=\"315\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/8ALJHhAWzH.png 293w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/8ALJHhAWzH-152x300.png 152w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/8ALJHhAWzH-65x128.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/8ALJHhAWzH-225x443.png 225w\" sizes=\"auto, (max-width: 160px) 100vw, 160px\" \/>Upload a document to Brightspace Content via <strong>Upload\/Create &gt; Upload Files.<\/strong><\/p>\n<div class=\"clearfix\"><\/div>\n<p>Content from a Word document can be copied and pasted into a Brightspace HTML page. To create a Brightspace HTML page:<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"wp-image-10058 alignright\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-CreateFile.png\" alt=\"\" width=\"204\" height=\"505\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-CreateFile.png 320w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-CreateFile-121x300.png 121w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-CreateFile-65x161.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-CreateFile-225x558.png 225w\" sizes=\"auto, (max-width: 204px) 100vw, 204px\" \/><\/p>\n<ol>\n<li>Select <strong>Upload \/ Create<\/strong>.<\/li>\n<li>Choose <strong>Create a File<\/strong>.<\/li>\n<li>Provide a brief, descriptive title.<\/li>\n<li>If using templates, open\u00a0<strong>Select a Document Template<\/strong> and choose <strong>000_Blank_v3<\/strong>.<\/li>\n<li>Copy your entire Word document (Control or Command on macOS and c).<\/li>\n<li>Paste content in Brightspace editor and choose\u00a0<strong>Remove formatting<\/strong>.<strong><br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"wp-image-10059 alignnone\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-RemoveFormatting.png\" alt=\"\" width=\"505\" height=\"144\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-RemoveFormatting.png 593w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-RemoveFormatting-300x85.png 300w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-RemoveFormatting-65x19.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-RemoveFormatting-225x64.png 225w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2023\/02\/BSp-RemoveFormatting-350x100.png 350w\" sizes=\"auto, (max-width: 505px) 100vw, 505px\" \/><\/strong><br \/>\nIf you are not using Template styles, or want to mimic the styles of your Word document, choose <strong>Keep formatting.<\/strong> Note that some fonts and styles may not copy over exactly and may require manual adjustments.<\/li>\n<li>Verify your content and select\u00a0<strong>Save and Close<\/strong>.<\/li>\n<\/ol>\n<h3><span style=\"text-align: initial;font-size: 1em\">Share with\u00a0<\/span>Always Open Read-Only<span style=\"text-align: initial;font-size: 1em\"> enabled.<\/span><\/h3>\n<p><span style=\"text-align: initial;font-size: 1em\"><img decoding=\"async\" class=\"wp-image-7620 size-full alignright\" style=\"text-align: initial;font-size: 1em\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/u03MaT1qRF.png\" alt=\"\" width=\"50%\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/u03MaT1qRF.png 808w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/u03MaT1qRF-300x294.png 300w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/u03MaT1qRF-768x754.png 768w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/u03MaT1qRF-65x64.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/u03MaT1qRF-225x221.png 225w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/u03MaT1qRF-350x344.png 350w\" sizes=\"(max-width: 808px) 100vw, 808px\" \/>Select\u00a0<strong>File &gt; Info &gt; Protect Document<\/strong> and choose\u00a0<strong>Always Open Read-Only.<\/strong><\/span><\/p>\n<div class=\"clearfix\"><\/div>\n<p>Selecting\u00a0<strong>Always Open Read-Only<\/strong> will prompt users to opt-in to editing the document:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-7624\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_pIStJgsGPa.png\" alt=\"\" width=\"714\" height=\"145\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_pIStJgsGPa.png 714w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_pIStJgsGPa-300x61.png 300w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_pIStJgsGPa-65x13.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_pIStJgsGPa-225x46.png 225w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_pIStJgsGPa-350x71.png 350w\" sizes=\"auto, (max-width: 714px) 100vw, 714px\" \/><\/p>\n<p>Learn more about <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-a-document-read-only-5c25909c-46d9-4eb0-9d1f-d072a560e340#ID0EDHBBBBD\">making a document read only<\/a>.<\/p>\n<h3>Mark as Final<\/h3>\n<p>A document can be marked as final to inform readers the document is in a complete form and is not to be edited.<\/p>\n<ol>\n<li>Select\u00a0<strong>File\u00a0<\/strong> and choose\u00a0<strong>Info.<\/strong><\/li>\n<li>Open the <strong>Protect Document\u00a0<\/strong>menu and select\u00a0<strong>Mark as Final.<\/strong><\/li>\n<li>Documents will indicate to users the document has been <strong>MARKED AS FINAL<\/strong><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-7631\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_4m0grjNkEc.png\" alt=\"\" width=\"765\" height=\"77\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_4m0grjNkEc.png 765w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_4m0grjNkEc-300x30.png 300w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_4m0grjNkEc-65x7.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_4m0grjNkEc-225x23.png 225w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/03\/WINWORD_4m0grjNkEc-350x35.png 350w\" sizes=\"auto, (max-width: 765px) 100vw, 765px\" \/><\/li>\n<\/ol>\n<h3><a id=\"readonly\"><\/a>Read Only<\/h3>\n<p>To completely lock a document, use <strong>Restrict Editing.<\/strong><\/p>\n<div class=\"textbox--disclaimer\">\n<p><img loading=\"lazy\" decoding=\"async\" class=\"noborder alignleft wp-image-6958\" src=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5-254x300.png\" alt=\"\" width=\"42\" height=\"50\" srcset=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5-254x300.png 254w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5-867x1024.png 867w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5-768x907.png 768w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5-65x77.png 65w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5-225x266.png 225w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5-350x414.png 350w, https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-content\/uploads\/sites\/1155\/2024\/02\/Untitled-design-5.png 914w\" sizes=\"auto, (max-width: 42px) 100vw, 42px\" \/>Note, this method will prohibit screen reader users from being able to read your document.<\/p>\n<\/div>\n<ol>\n<li>Go to the <strong>Review<\/strong>\u00a0tab.<\/li>\n<li>In the Protect group, choose <strong>Restrict Editing.<\/strong><\/li>\n<li>The <strong>Restrict Editing<\/strong>\u00a0pane will open.\n<ol>\n<li>Select the <strong>Allow only this type of editing in the document:\u00a0<\/strong><\/li>\n<li>Choose <strong>No Changes (Read only)<\/strong>\u00a0from the menu.\n<ol>\n<li>You may also allow comments, tracked changes, or filling form fields<\/li>\n<\/ol>\n<\/li>\n<li>Set any exceptions for specific users<\/li>\n<li>Click <strong>Yes, Start Enforcing Protection<\/strong><\/li>\n<li>You will be prompted for a password or User authentication.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>To make changes or turn off editing restrictions:<\/p>\n<ol>\n<li>Navigate to the <strong>Review<\/strong>\u00a0tab.<\/li>\n<li>Select <strong>Restrict Editing.<\/strong><\/li>\n<li>In the <strong>Restrict Editing <\/strong>pane, click <strong>Stop Protection.<\/strong><\/li>\n<li>Enter password if prompted.<\/li>\n<\/ol>\n<p>Learn <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/make-a-document-read-only-5c25909c-46d9-4eb0-9d1f-d072a560e340#ID0EBD=Newer_versions\" data-cke-saved-href=\"https:\/\/support.microsoft.com\/en-au\/office\/allow-changes-to-parts-of-a-protected-document-187ed01c-8795-43e1-9fd0-c9fca419dadf\">more about protected documents<\/a> and watch the following video demonstration:<\/p>\n<p><iframe loading=\"lazy\" id=\"kaltura_player\" title=\"Restrict Editing in a Word Document\" src=\"https:\/\/api.ca.kaltura.com\/p\/138\/sp\/13800\/embedIframeJs\/uiconf_id\/23449468\/partner_id\/138?iframeembed=true&#38;playerId=kaltura_player&#38;entry_id=0_j5ct8p0g&#38;flashvars[streamerType]=auto&#38;flashvars[localizationCode]=en&#38;flashvars[sideBarContainer.plugin]=true&#38;flashvars[sideBarContainer.position]=left&#38;flashvars[sideBarContainer.clickToClose]=true&#38;flashvars[chapters.plugin]=true&#38;flashvars[chapters.layout]=vertical&#38;flashvars[chapters.thumbnailRotator]=false&#38;flashvars[streamSelector.plugin]=true&#38;flashvars[EmbedPlayer.SpinnerTarget]=videoHolder&#38;flashvars[dualScreen.plugin]=true&#38;flashvars[hotspots.plugin]=1&#38;flashvars[Kaltura.addCrossoriginToIframe]=true&#38;wid=0_eahx5kdu\" width=\"400\" height=\"285\" allowfullscreen=\"allowfullscreen\" sandbox=\"allow-downloads allow-forms allow-same-origin allow-scripts allow-top-navigation allow-pointer-lock allow-popups allow-modals allow-orientation-lock allow-popups-to-escape-sandbox allow-presentation allow-top-navigation-by-user-activation\" frameborder=\"0\"><\/iframe><\/p>\n<h2><a id=\"export\"><\/a>Export to PDF<\/h2>\n<div class=\"textbox shaded\">\n<p style=\"text-align: center\">The best way to use PDFs is sparingly.<\/p>\n<\/div>\n<p>The knowledge and time needed to <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/creating-accessible-pdfs\/\">make accessible PDFS<\/a> rarely justifies the use of PDFs. PDFs require significant coding to make accessible, do not reflow content to fit different size monitors, and should be used only when necessary.<\/p>\n<p>Do not use <strong>File &gt; Print<\/strong>\u00a0&gt;\u00a0<strong>Save as PDF<\/strong> as that method does not retain any document structure and requires significant time and expertise to make an accessible file.<\/p>\n<p>If you absolutely must create a PDF and have Acrobat installed:<\/p>\n<ol>\n<li>Open<strong> File<\/strong> &gt; <strong>Save as Adobe PDF<\/strong><\/li>\n<li>In the save dialogue, s<span style=\"text-align: initial;font-size: 1em\">elect\u00a0<\/span><strong style=\"text-align: initial;font-size: 1em\">Options\u00a0<\/strong><span style=\"text-align: initial;font-size: 1em\">and e<\/span><span style=\"text-align: initial;font-size: 1em\">nsure the following are checked:<\/span>\n<ol>\n<li><strong>Enable Accessibility and Reflow with tagged Adobe PDF<\/strong><\/li>\n<li><strong>Create Bookmarks<\/strong><\/li>\n<li><strong>Convert Word Headings to Bookmarks<\/strong><\/li>\n<\/ol>\n<\/li>\n<li>Click<strong style=\"text-align: initial;font-size: 1em\">\u00a0Ok<\/strong><span style=\"text-align: initial;font-size: 1em\"> and then\u00a0<\/span><strong style=\"text-align: initial;font-size: 1em\">Save.<\/strong><\/li>\n<\/ol>\n<p>Without Acrobat installed:<\/p>\n<ol>\n<li>Open <strong style=\"text-align: initial;font-size: 1em\">File<\/strong><span style=\"text-align: initial;font-size: 1em\"> &gt; <strong>Save as<\/strong> or <\/span><strong style=\"text-align: initial;font-size: 1em\">Export.<\/strong><\/li>\n<li>Enter file name and select save location.\n<ol>\n<li>(Windows) Select\u00a0<strong>PDF<\/strong>\u00a0in\u00a0<strong>Save as type<\/strong>\u00a0list.\n<ol>\n<li>Choose\u00a0<strong>Options<\/strong>\u00a0and select\u00a0<strong>Document structure tags for accessibility<\/strong>\u00a0check box.<\/li>\n<li>Select\u00a0<strong>Ok.<\/strong><\/li>\n<\/ol>\n<\/li>\n<li>(MacOS) Select\u00a0<strong>PDF<\/strong>\u00a0from\u00a0<strong>File format<\/strong>\u00a0drop down.\n<ol>\n<li>Select\u00a0<strong>Best for electronic distribution and accessibility (uses Microsoft online service<\/strong>) radio button.<\/li>\n<li>Select\u00a0<strong>Save<\/strong>.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>For more information about PDFs, read <a href=\"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/chapter\/the-people-v-pdf\/\">The People v. PDF<\/a>.<\/p>\n","protected":false},"author":1655,"menu_order":7,"template":"","meta":{"pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[48],"contributor":[],"license":[],"class_list":["post-2493","chapter","type-chapter","status-publish","hentry","chapter-type-numberless"],"part":2480,"_links":{"self":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters\/2493","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/users\/1655"}],"version-history":[{"count":25,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters\/2493\/revisions"}],"predecessor-version":[{"id":10061,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters\/2493\/revisions\/10061"}],"part":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/parts\/2480"}],"metadata":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapters\/2493\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/media?parent=2493"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/pressbooks\/v2\/chapter-type?post=2493"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/contributor?post=2493"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/accessibilityhandbook\/wp-json\/wp\/v2\/license?post=2493"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}