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Overview
This article is for university faculty, staff, and students to create and share accessible PDFs. It explains in depth the best practices for creating and verifying the accessibility of PDFs, helping them meet digital accessibility standards and enhancing usability for everyone.
Making PDFs Accessible
It is required that all digital content meets digital accessibility standards. Ensuring that PDFs are accessible is crucial for providing all users equal access to information. When PDFs aren’t formatted correctly, they prevent screen readers from properly navigating them. Making a PDF accessible can be complex, time-consuming, and often requires specialized training in programs like Adobe Acrobat.
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”).
- Use live text: Ensure all text is live, not just scanned or image-based.
Structure and Tags
- Heading structure: Use tagged headings so screen readers can navigate the document. Use appropriate heading levels (e.g., H1 for the main title, H2 for sections) to organize content logically.
- Reading order: Set the correct reading order so content flows 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.
Document Title and Naming
- Document title: Include a clear document title and set the correct language
- File name: Name the file appropriately. Use hyphens instead of spaces and avoid capital letters and special characters.
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.
- Keep in mind: the checker won’t catch everything, and not all issues can be fixed directly in the PDF. Many accessibility improvements must be made in the original design file (e.g., Word, Adobe InDesign, Adobe Illustrator, Canva, etc.), or the content may need to be redesigned to meet accessibility standards.
Manual Checks
- Reading 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.
Training
More 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.
Still Need Help?
Creative Production offers help with document formatting, design, and redesign if needed. Please note, Creative Production cannot ensure accessibility for content created by other users. They may need to re-create a document to ensure accessibly, if you choose to use their services. Costs apply. Submit a ticket to request Creative Production services
IT Solutions primarily supports digital accessibility for academic and course-related materials including document accessibility, captioning and transcription services. Support for other content may be available if time allows, with costs applying to non-course materials. Submit a ticket to request IT Solutions services