Why PDF Accessibility Matters
Accessible PDFs ensure that everyone, including people with visual impairments, motor disabilities, or cognitive challenges, can access your documents. Accessibility is also often legally required for government and public organizations.
Key Accessibility Features
Document Structure (Tags)
Tagged PDFs include structural information that helps assistive technologies understand content:
- Headings hierarchy (H1, H2, H3)
- Paragraph markers
- List structures
- Table definitions
- Image descriptions
Reading Order
Content must flow logically for screen readers. Complex layouts need proper reading order defined.
Alternative Text
Images need text descriptions that convey the same information visually presented.
Color Contrast
Text must have sufficient contrast against backgrounds for readability.
Creating Accessible PDFs
Start with Accessible Source Documents
The easiest path to accessible PDFs starts with properly structured source documents:
- Use heading styles - Don't just make text bigger
- Add alt text to images - In Word, right-click → Edit Alt Text
- Use real lists - Bullets and numbering, not manual formatting
- Create proper tables - With header rows defined
- Use meaningful link text - Not "click here"
When Converting to PDF
- Export with "Create Tagged PDF" option
- Preserve document structure
- Include bookmarks for navigation
Improving Existing PDFs
Add OCR to Scanned Documents
Scanned PDFs are just images - screen readers can't read them. Use our OCR tool to add a searchable text layer.
Flatten Complex Elements
Sometimes flattening a PDF can help simplify complex layers that confuse screen readers.
Edit Document Properties
Use our Metadata Editor to:
- Set a meaningful document title
- Add document language
- Include descriptive keywords
Accessibility Checklist
Essential Elements
- ☐ Document has a title in properties
- ☐ Language is specified
- ☐ Content is tagged (structural tags)
- ☐ Reading order is logical
- ☐ All images have alt text
- ☐ Color alone doesn't convey meaning
- ☐ Links are descriptive
- ☐ Tables have header rows
Enhanced Accessibility
- ☐ Bookmarks for navigation
- ☐ Table of contents for long documents
- ☐ Consistent heading hierarchy
- ☐ No security settings preventing accessibility
Testing Accessibility
Automated Checking
Use Adobe Acrobat's Accessibility Checker:
- Go to Tools → Accessibility
- Click "Full Check"
- Review and fix issues
Manual Testing
- Navigate using keyboard only
- Test with a screen reader
- Check reading order makes sense
- Verify images are described
Screen Reader Testing
Try reading the document with:
- NVDA (free, Windows)
- JAWS (Windows)
- VoiceOver (Mac, iPhone)
- TalkBack (Android)
Common Accessibility Issues
Scanned Documents
Problem: Text is actually an image, unreadable by screen readers.
Solution: Apply OCR processing to create a text layer.
Missing Alt Text
Problem: Images have no description for screen reader users.
Solution: Add alternative text in the source document before PDF creation.
Poor Color Contrast
Problem: Text is hard to read against the background.
Solution: Ensure contrast ratio of at least 4.5:1 for normal text.
Incorrect Reading Order
Problem: Content is read out of sequence.
Solution: Reorder content tags in the PDF or restructure the source document.
Accessibility Standards
WCAG 2.1
Web Content Accessibility Guidelines apply to PDFs:
- Level A - Basic accessibility
- Level AA - Standard compliance (most common requirement)
- Level AAA - Highest accessibility
PDF/UA
ISO 14289-1 is the specific standard for accessible PDFs. Documents meeting PDF/UA are guaranteed accessible with proper assistive technology.
Section 508
US federal accessibility requirements mandate accessible documents for government agencies.
Conclusion
Making PDFs accessible benefits everyone and is often legally required. Start with well-structured source documents, use OCR for scanned content, and test with assistive technology. Our tools can help you manage metadata and simplify complex documents as part of your accessibility workflow.