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Accessible PDFs

There is a varying number of steps when it comes to PDF accessibility. You can check if a PDF is accessible, create an accessible PDF, or remediate a PDF to improve its accessibility. Please note that making accessible PDFs or fixing accessibility problems in existing PDF files can be a complex and highly strenuous process.

How to Create an Accessible PDF

  • PDFs are typically created in another application (e.g, Microsoft Word, Microsoft Powerpoint, Adobe Indesign) and then converted to PDF format. Making a PDF document accessible for all requires using accessibility practices in both formats.
  • Use well-structured documents with proper headings and provide alt-text for graphics and images.
  • Accessible document characteristics should include:
    • No reliance on color or sensory characteristics alone to convey meaning
    • Use of color combinations that provides a sufficient degree of contrast
    • Controls for audio
    • Use of text instead of images of text
    • No focus changes without user initiation
    • No use of flashing or blinking elements
    • Consistent navigation and identification of elements
  • DO NOT use “Print to PDF” to create accessible PDF files in Microsoft Word. Use Adobe Acrobat Word plugin or Export as PDF for best results.
    • Watch this video tutorial to learn how to properly save to PDF in Word

Many PDFs are created by scanning a hard copy of a document and are simply images of text, not readable by a screen reader. To make these PDFs accessible, Optical Character Recognition (OCR) software must be applied to convert the images to text, and then the converted text must be reviewed and edited for accuracy.

When a more accessible format (e.g., web page, Word document) is feasible, consider using it. However, if a PDF is the only available way for the time being to present content, there are some strategies for improving accessibility of a PDF.

How to Check if a PDF is Accessible

  • In Adobe Acrobat Pro, search All Tools, choose Prepare for Accessibility and press Open to go to that tool, choose “Check for accessibility” to run the checker. Use Linkedin Learning’s The Ultimate Guide to Accessibility, as a guide.
  • Confirm the correct document reading order by selecting Read Out Loud in the View menu to have the document read to you.
  • Accessible PDF Files need to be tagged to ensure underlying information is accessible to those using a screen reader.
  • Save your PDF file in Accessible Text (.txt) format to check out reading order and for missing information.
  • Retrofitting a complex PDF file for accessibility may require an outsourced vendor to complete.

How to Remediate a PDF

  • Retrofitting PDF files for accessibility is difficult.Exporting accessible source documents(such as Word files) to accessible PDF is preferred.
  • Using Adobe Acrobat, open the Prepare for accessibility tool and click Check for accessibility. A report will display steps needed to be taken. Follow these steps accordingly.
  • To tag items in Adobe Acrobat, select Fix reading order. A pop-up window will appear—move this to the side, but do not close out of it. Click and drag to highlight items in the PDF and select them. You may need to draw a box larger than the items to appropriately select it. Once the desired item(s) is/are selected, choose the proper tag by using the popup window.
  • Include alt-text to graphics and images by selecting Add alternate text.
  • Confirm the Reading order panel has the correct order for your items.
  • Walk down the tag tree and be sure tags are nested in the appropriate places and correct order.

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