Many PDFs are created without accessibility in mind. For example, screen readers can’t interpret scanned images, poorly tagged structures confuse navigation, and missing alt text leaves out vital context.
This not only excludes millions of users but can also put organizations at risk of failing to meet compliance standards such as the ADA and Section 508. Therefore, accessible PDFs are important because they ensure inclusivity and help individuals and organizations comply with legal standards.
In this guide, we’ll define PDF accessibility, what it should include, provide an accessible PDF example and the tools to create one, as well as simple fixes for common issues.
What Is an Accessible PDF?
An accessible PDF is a digital document designed so that all users—including those with visual, motor, or cognitive disabilities—can understand its content. This means the PDF works well with assistive technologies, like screen readers, magnification tools, and keyboard navigation options.
Let’s take a closer look at why accessible PDFs matter and how they differ from a regular PDF.
Why Are Accessible PDFs Important
Accessible PDFs matter because they create an inclusive digital environment that serves everyone, regardless of their abilities or the technologies they use to access information.
Many jurisdictions have legal requirements for digital accessibility. In the United States, Section 508 of the Rehabilitation Act and the Americans with Disabilities Act (ADA) require federal agencies and many businesses to provide accessible digital content.
Beyond legal compliance, there is an ethical responsibility of ensuring equal access to information because accessible PDFs serve a diverse range of users.
- People with vision impairments rely on screen readers that convert text, which only function correctly with well-structured, tagged PDFs.
- People with cognitive disabilities benefit from clear headings, consistent layouts, and descriptive links that make content easier to understand.
- People with motor disabilities use keyboard navigation instead of a mouse, which relies on PDFs with proper tab orders and focus indicators.
Nonetheless, the principles that make PDFs accessible often improve the experience for all users.
For example, clear headings and a high color contrast make documents easier to scan. This leads to better engagement, which is a common key performance indicator (KPI) for digital documents, as it increases the chances of conversions and supports search engine optimization (SEO) efforts.
Furthermore, ensuring PDF accessibility allows you to reach more people. With over 70 million people living with disabilities in the United States alone, accessibility represents a substantial audience. It also demonstrates professional credibility by reflecting your commitment to inclusion, equity, and quality.
To understand the benefits of accessible PDFs better, consider these scenarios.
In healthcare:
When a person who is blind receives a scanned PDF of their prescription instructions from a pharmacy, their screen reader cannot interpret the image-based text, potentially leading to medication errors or missed dosages. |
|---|
In banking:
Bank statements, loan applications, and investment documents are commonly distributed as inaccessible PDFs. A customer with visual impairments may struggle to review their monthly statement for fraudulent charges or track their spending patterns. |
|---|
In education:
Research papers and academic journals that are inaccessible because they lack proper tagging prevent students from navigating between sections or accessing citations effectively, hindering their academic progress. |
|---|
Regular PDF vs. Accessible PDF: What’s the Difference?
Here are some of the main differences between accessible and regular PDFs:
Feature | Regular PDF | Accessible PDF |
|---|---|---|
Structure | No logical document structure | Properly tagged with headings, paragraphs, lists, and semantic elements |
Textual accessibility | May contain scanned images or unselectable content | All text is selectable, searchable, and readable by screen readers |
Navigation | Limited to visual scrolling or basic bookmarks | Includes headings, tab orders, and a logical reading sequence |
Color and contrast | May rely solely on color to convey information or has poor contrast | Sufficient contrast ratios and alternative methods to convey meaning |
Forms and interactive elements | Form fields may lack labels or proper associations | All form fields have descriptive labels and clear instructions |
Metadata and language | Basic file properties only | Document language specified and complete metadata |
Accessible PDF Requirements: 4 Key Elements You Must Include
The key elements of an accessible PDF include text accessibility, alternative text for images, tags and reading order, and tables and lists.
Let’s take a closer look at each one:
#1. Text Accessibility
PDFs must use real text instead of scanned images to ensure screen readers can interpret content. This means converting any image-based text through optical character recognition (OCR) or recreating the document from its source.
Proper headings and structure are just as important, using semantic heading levels (H1, H2, H3) to create a logical hierarchy that allows users to navigate between sections and understand the document's organization.
#2. Alternative Text for Images
All non-decorative images require descriptive alternative text that conveys their meaning and context. If charts and graphs are included in the PDF, they need detailed descriptions that explain the data being presented.
Similarly, photos and pictures should describe relevant visual elements that support the document's purpose. At the same time, decorative images, like background patterns, should be marked appropriately so screen readers skip them.
#3. Tags and Reading Order
Tags are predefined elements with specific attributes that organize page content, like text, graphics, and images, so it can be easily accessed, extracted, and repurposed. Proper tagging creates the underlying structure that assistive technologies rely on to present content logically.
Also, the reading order must follow a natural sequence. This means when processed linearly, users do not encounter confusing jumps between unrelated content sections.
#4. Tables and Lists
Table headers must be properly identified and associated with their corresponding data cells, allowing screen readers to provide context as users navigate through complex information.
List structures need appropriate tagging to indicate whether items are ordered, unordered, or part of a definition list, to help users understand the relationships between content elements.
How to Create an Accessible PDF?
To create an accessible PDF, you can use Microsoft Word, Adobe Acrobat, or online tools.
#1. Using Microsoft Word
Microsoft Word allows you to create documents that can be exported as accessible PDFs.
To do this, click File > Save As, then choose PDF under File Format and ensure Best for electronic distribution and accessibility is ticked.
To maximize accessibility:
- Use proper heading styles (Heading 1, 2, 3, 4) rather than manual formatting
- Do not skip heading levels (e.g. using a Heading 4 after a Heading 2)
It is also important to create lists using the built-in list tools instead of manual hyphens or numbers, and format links with descriptive text rather than displaying raw URLs. For the latter, remember that your description should not depend on context from the surrounding text.
To add alternative text in Microsoft Word, use the Alt Text functionality; it works for Pictures, Shapes, Charts, and SmartArt. The alternative text should be succinct, excluding phrases like “image of…” or “graphic of…”.
Microsoft Word has an Accessibility Checker that can help you identify issues and take the appropriate steps to address them.
Issues are classified into three categories:
- Errors. For example, an image with no alternative text.
- Warnings. For instance, a link with text that does not describe its function.
- Tips. For example, skipping from a Heading 1 to a Heading 3.
Remember that when you are creating accessible PDF forms, all fields must have descriptive labels. Also, it is best to use the built-in form controls rather than manual text boxes to guarantee they are properly tagged.
#2. Using Adobe Acrobat
Adobe Acrobat provides a comprehensive tool set for creating accessible PDFs. First, you can use the Prepare For Accessibility functionality to quickly find and fix problematic aspects, such as missing alternative text. You can run this on all PDF formats except for dynamic forms.
Here are some of the common PDF accessibility aspects Adobe Acrobat can help you with:
- Security settings interfering with screen readers. Go to All Tools > Prepare for accessibility > Check for accessibility and tick the Accessibility permission flag is set option. Click Open accessibility report > Accessibility permission flag > Fix.
- Unreadable image-only content. Go to All Tools > Prepare for accessibility > Check for accessibility and check that the Document is not-image only PDF option is unticked. If it is, select All Tools > Scan & OCR > In this file > Recognize text.
- Untagged document. Go to All Tools > Prepare for accessibility > Check for accessibility and check that the Document is tagged PDF is ticked. If it is not, click All tools > Prepare for Accessibility > Fix reading order to manually add tags.
- Unsupported document language. Open the Accessibility Checker, click Primary language > Options > Fix > Set reading language to choose your language.
- Low color contrast. Go to Preferences > Accessibility > Replace document colors and click Use high-contrast colors.
- Untagged and undescribed PDF form fields. Go to All Tools > Prepare for accessibility > Automatically tag PDF. To add a description, click Form > Properties > General and enter the description in Tooltip.
#3. Using Online Tools
There are also online tools that can ensure your documents have the necessary accessible PDF features. For instance, you can use PDF.net to change fonts, making the text easier to read.
Furthermore, it allows you to rearrange pages, which helps with the reading order for complex layouts or multi-column documents. Additionally, you can add page numbers, which provide better navigation and orientation for all users.
An Accessible PDF Example
Here is an accessible PDF example:
Source: The University of Arizona
How to Fix an Inaccessible PDF
Below are three ways to fix an inaccessible PDF:
- Convert scanned PDFs using OCR. Scanned PDFs containing image-based text must be converted using Optical Character Recognition (OCR) technology to make text searchable, selectable, and readable by screen readers.
- Add missing tags, alt text, and bookmarks. Untagged PDFs require proper semantic markup to create logical document structure. You need to add descriptive alternative text for all images, charts, and graphics that convey meaningful information, as well as create bookmarks from headings to provide navigation shortcuts for users with disabilities
- Reorder content for logical reading. Many PDFs have incorrect reading order due to complex layouts or multi-column designs. To ensure content flows logically when processed by assistive technology, adjust your tag structure and use proper headings. If possible, you can also add a table of contents.
Make Your PDFs More Accessible with PDF.net
As an online tool, PDF.net offers a suite of features designed to enhance your PDFs’ accessibility. For example, you can easily adjust font styles, sizes, and colors to improve readability. Additionally, it allows you to add navigational elements like page numbers, ensuring that every part of your document is understandable and accessible to a wider audience.
Final Thoughts
Creating accessible PDFs is more than just meeting compliance standards—it’s about ensuring inclusivity, professionalism, and usability for everyone. By adding clear headings, tags, alt text, and proper reading order, you make your documents compatible with assistive technologies and compliant with legal requirements.
Whether you’re in business, education, healthcare, or government, accessible PDFs strengthen credibility and expand your audience reach. With Microsoft Word, Adobe Acrobat, and online tools, such as PDF.net, you can build or fix accessible PDFs in no time.
Accessible PDF FAQs
#1. How do I check if my PDF is accessible?
To check if your PDF is accessible, see if it has all the key elements outlined above. You can also use Adobe Acrobat’s Accessibility Checker or Microsoft Word’s Accessibility Checker to identify problems and address them accordingly.
#2. Can I make an existing PDF accessible after it is created?
Yes, you can make an existing PDF accessible after it is created by manually fixing its headings, adding tags and alternative text, and ensuring it has a logical reading order. If your PDF is scanned, run it through an online PDF OCR tool first to make the text searchable, selectable, and readable.
#3. Why is PDF accessibility important for businesses and compliance?
PDF accessibility is important for businesses and compliance because it makes sure all users, including those with disabilities, can access information. As a business, you can also reach more people with an accessible PDF and comply with standards like the ADA and Section 508.