Step by Step: Creating Accessible PDF Forms with axesWord
With the new form feature in axesWord, you can create accessible PDF forms directly in Microsoft Word. From form fields and labels to document-wide settings, the entire workflow takes place within a single application. In this post, we’ll walk you through the most important features and steps in detail.
Insert Form Fields
Using the new "Forms" tab in axesWord, you can insert various form fields directly into Microsoft Word, including text fields, checkboxes, radio buttons, drop-down lists, list boxes, and digital signatures.
You can then use the "Role Assignments" section to define important properties, such as the tooltip for screen reader users.
Important to know: The inserted Word form is not yet a form field, but merely a visual placeholder within Word. It is only during PDF export that axesWord generates an interactive and accessible PDF form field from it.
Customize Form Field Properties
After inserting them, form fields can be customized in the "Role Assignments" task pane. There, you can specify the field name, tooltip, size, colors, borders, font size, and other field-specific options, among other things.
Depending on the field type, additional settings are available. For example, you can limit the number of characters in text fields, allow multiple selections in list fields, or define entries for drop-down lists.
This allows forms to be customized to meet specific requirements, both visually and functionally.
Assign Form Field Labels Correctly
For a PDF form to be truly accessible, a form field alone is not enough. The visible label, such as “Name,” “Email Address,” or “Phone Number”, must also be correctly linked to the form field.
axesWord helps you define form field labels specifically and assign them to the form fields. This allows screen readers to correctly recognize and read aloud the relationship between the label and the input field.
For larger forms, these settings can be configured centrally so that the labels are handled consistently throughout the document.
Use document-wide settings
To ensure a consistent appearance, many settings do not need to be configured individually for each form field. You can use the form settings to set default values for newly added form fields.
These include, among other things, size, colors, borders, font size, and the positioning of form fields. The mapping of form field labels can also be defined centrally.
This allows forms to be created more quickly and designed consistently throughout the entire document.
Go even deeper
You can find detailed step-by-step instructions for all features on our support page
Conclusion
With its new form feature, axesWord adds another important component to the creation of accessible PDFs. Form fields, labels, and form settings can be managed directly in Microsoft Word and exported as accessible PDF forms.
This reduces the need to switch between tools, simplifies form maintenance, and ensures a seamless workflow.
