PDF Documents

Ensuring that PDF documents are accessible is essential for making content available to individuals with disabilities, including those who use screen readers or other assistive technologies. An accessible PDF allows all users to navigate, read, and interact with the content effectively.

Creating accessible PDFs involves structuring documents properly, using readable text, adding alternative text for images, and ensuring compatibility with assistive technologies. Below are best practices for making PDFs more accessible.

Creating Accessible PDF Documents

1. Start with an Accessible Source Document

  • Use structured headings and styles in the source document (e.g., Microsoft Word, Google Docs) before converting to PDF.
  • Ensure proper use of lists, tables, and hyperlinks in the original document.
  • Export the document as a tagged PDF to maintain accessibility features.

2. Use Proper Heading Structure

  • Apply correct heading levels (e.g., Heading 1 for titles, Heading 2 for main sections, Heading 3 for subsections) to help screen readers navigate.
  • Avoid using bold text alone to indicate headings—use actual heading styles.

3. Add Alternative Text to Images

  • Provide descriptive alt text for images, charts, and graphics to convey meaning to users who cannot see them.
  • Avoid using images of text; instead, use actual text whenever possible.

4. Ensure Readable Text and Fonts

  • Use clear, simple fonts and ensure sufficient contrast between text and background.
  • Avoid using scanned images of text; instead, use selectable text to ensure compatibility with screen readers.

5. Make Tables Accessible

  • Use proper table headers ( tags in HTML or “Header Row” settings in Word) to provide context for screen readers.
  • Avoid using merged or split cells, which can confuse assistive technologies.

6. Add Tags and Structure to the PDF

  • Use tagged PDFs to define headings, paragraphs, lists, and tables.
  • Check the document’s reading order to ensure it follows a logical flow.

7. Provide Descriptive Links

8. Use Built-in Accessibility Tools

  • Use Adobe Acrobat Pro’s Accessibility Checker to identify and fix accessibility issues.
  • In Microsoft Word, use the “Check Accessibility” tool before saving as a PDF.

9. Enable Text Selection and Searchability

  • Ensure text is selectable and searchable, rather than being an image or scanned text.
  • If using scanned documents, apply Optical Character Recognition (OCR) to convert text into a readable format.

10. Test the PDF for Accessibility

  • Use screen readers like NVDA, JAWS, or VoiceOver to test how the document is read aloud.
  • Run the Adobe Acrobat Accessibility Checker to ensure compliance with accessibility standards like WCAG and Section 508.

 

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