Best Practices for Creating and Checking PDFs for Accessibility

Ensuring that PDFs are accessible is crucial for providing all users equal access to information. This guide outlines best practices for creating and verifying the accessibility of PDFs, enabling compliance with accessibility standards, and enhancing usability for everyone.

Creating Accessible PDFs

• Use Accessible Source Documents

  • Start with an accessible document: Begin with an accessible Word document or other source file. Use built-in headings, styles, and formatting options.
  • Use descriptive text for links: Ensure hyperlinks are descriptive and convey where the link will take the user (e.g., “Visit the Accessibility Guidelines” rather than “Click here”).

• Structure and Tags

  • Heading structure: Use appropriate heading levels (e.g., H1 for the main title, H2 for sections) to organize content logically.
  • Text formatting: Avoid using visual cues alone (like bold or color) to convey meaning. Use structural elements like headings, lists, and tables.
  • Alt text for images: Add alternative text (alt text) to images, charts, and graphs to describe the content to screen readers.

• Tables and Lists

  • Table structure: Use simple tables, and ensure they have clear headings. Avoid merging or splitting cells that can confuse screen readers.
  • List formatting: Use built-in list tools for bullet points and numbered lists to ensure screen readers properly recognize them.

• Fonts and Colors

  • Readable fonts: Use standard fonts that are easy to read, such as Arial or Times New Roman. Avoid using decorative fonts for large text blocks.
  • Color contrast: Ensure sufficient contrast between text and background colors. Use a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text.

Checking PDF Accessibility

• Use Accessibility Checker Tools

  • Adobe Acrobat Pro: Use the built-in Accessibility Checker in Adobe Acrobat Pro to identify and fix issues. Run the full check and follow the recommendations to make necessary adjustments.
  • Microsoft Office: If converting from Word, use the Accessibility Checker in Word before converting to PDF. This can help catch issues early.

• Manual Checks

  • Read Order: Ensure that the reading order of the content is logical and follows the intended sequence.
  • Navigation: Confirm that headings are properly tagged and create bookmarks for easier navigation.
  • Forms: If the PDF contains forms, make sure form fields are tagged, labeled, and accessible to screen readers.

Common Issues and Solutions

• Images Missing Alt Text

  • Solution: Add alt text to all images by right-clicking the image, selecting ‘Edit Alt Text,’ and providing a brief description.

• Incorrect Reading Order

  • Solution: Use the ‘Order’ panel in Adobe Acrobat Pro to adjust the reading sequence manually if necessary.

• Unlabeled Form Fields

  • Solution: Use the ‘Prepare Form’ tool in Adobe Acrobat Pro to label all form fields. Each field should have a clear and descriptive name.

• Inaccessible Tables

  • Solution: Ensure that tables are simple, use proper headers, and avoid merged or split cells. Tag tables correctly in Adobe Acrobat Pro.

Additional Resources

• Web Content Accessibility Guidelines (WCAG): Follow the WCAG guidelines to ensure your PDFs meet global accessibility standards.
• Adobe Accessibility Resources: Explore Adobe’s accessibility resources for more detailed instructions on creating accessible PDFs.