PDF Accessibility: How to Make PDFs Accessible for Everyone

Creating accessible PDFs ensures everyone can read your documents, including people using screen readers, those with visual impairments, and users with other disabilities. This guide covers the essentials.

Why PDF Accessibility Matters

Who Benefits:

• People using screen readers
• Users with visual impairments
• Those with cognitive disabilities
• Users on mobile devices
• Anyone in low-bandwidth situations

Legal Requirements:

• ADA (Americans with Disabilities Act)
• Section 508 (US federal agencies)
• WCAG 2.1 (Web Content Accessibility Guidelines)
• EN 301 549 (European standard)

Business Benefits:

• Larger audience reach
• Better SEO
• Improved user experience for everyone
• Legal compliance

Key Accessibility Features

1. Document Structure (Tags)

PDFs need proper tags to be readable by assistive technology.

What tags do:

• Define headings, paragraphs, lists
• Establish reading order
• Identify tables and figures

Creating tagged PDFs:

• Export from Word with "Document structure tags for accessibility"
• Use Adobe Acrobat's accessibility tools
• Export from InDesign with tagging options

2. Alternative Text for Images

Every meaningful image needs alt text.

Good alt text:

• Describes the image's content and purpose
• Is concise (usually under 125 characters)
• Doesn't start with "image of" or "picture of"

Example:

Bad: "image1.jpg"
Bad: "Image of a chart"
Good: "Bar chart showing sales increasing 25% from Q1 to Q4"

Decorative images: Mark as artifacts (no alt text needed)

3. Reading Order

The reading order must be logical.

Common issues:

• Multi-column layouts read wrong
• Headers and footers interrupt flow
• Sidebars read at wrong times

How to fix:

• Use Adobe Acrobat's Reading Order tool
• Test with a screen reader
• Check the Order panel

4. Color and Contrast

Requirements:

• Text contrast ratio: 4.5:1 minimum
• Large text: 3:1 minimum
• Don't rely on color alone for meaning

Tools to check:

• Adobe Acrobat's accessibility checker
• WebAIM Contrast Checker
• Colour Contrast Analyser

5. Headings Hierarchy

Use proper heading levels (H1, H2, H3, etc.)

Rules:

• One H1 per document (the title)
• Don't skip levels (H1 → H3)
• Use headings for structure, not styling

6. Lists

Use actual list formatting, not manual bullets.

Wrong:

• Item one
• Item two

Right: Create a proper list in your source document.

7. Tables

Tables need proper structure.

Requirements:

• Header rows identified
• Simple structure (avoid merged cells)
• Summary for complex tables

8. Links

Links must be meaningful.

Wrong: "Click here" Right: "Download the annual report (PDF)"

9. Language

Set the document language.

Why: Screen readers pronounce words correctly.

How: Document Properties > Advanced > Language

Creating Accessible PDFs

From Microsoft Word

1. Use Styles for headings (not just bold text)
2. Add alt text to images
3. Use built-in list formatting
4. Create real tables (not text with tabs)
5. Use meaningful hyperlink text
6. Export with accessibility options checked

From Google Docs

1. Use proper heading styles
2. Add alt text (right-click image > Alt text)
3. Use real lists and tables
4. File > Download > PDF
5. Note: May need additional remediation

From Adobe InDesign

1. Map styles to PDF tags
2. Set reading order
3. Add alt text to images
4. Export with Create Tagged PDF checked

Testing PDF Accessibility

Adobe Acrobat Pro

1. Open PDF
2. Tools > Accessibility > Full Check
3. Review and fix issues

Free Options

PAC (PDF Accessibility Checker):

• Free tool for Windows
• Detailed accessibility reports
• Checks against PDF/UA standard

NVDA Screen Reader:

• Free screen reader for Windows
• Test actual user experience

Manual Testing

1. Navigate using keyboard only
2. Listen with a screen reader
3. Check reading order makes sense
4. Verify all images have descriptions

Common Accessibility Issues

Issue: Scanned PDFs

Problem: Image-based PDFs have no text for screen readers.

Solution:

1. Run OCR (Optical Character Recognition)
2. In Acrobat: Tools > Enhance Scans > Recognize Text
3. Verify and correct recognized text

Issue: Missing Tags

Problem: Document has no structure tags.

Solution:

1. Acrobat: Tools > Accessibility > Add Tags
2. Review and fix auto-tagged structure
3. Or recreate from source document with proper tagging

Issue: Poor Color Contrast

Problem: Text is hard to read.

Solution:

1. Increase contrast in source document
2. Use dark text on light background
3. Avoid light gray text

Issue: Complex Tables

Problem: Screen readers can't navigate properly.

Solution:

1. Simplify table structure
2. Avoid merged cells
3. Add table headers
4. Consider splitting into multiple simple tables

Accessibility Checklist

Before sharing your PDF:

• Document has tags
• Reading order is logical
• Images have alt text
• Headings use proper hierarchy
• Links are descriptive
• Tables have headers
• Color contrast is sufficient
• Language is set
• Tested with accessibility checker

Sharing Accessible PDFs

Once your PDF is accessible, share it easily:

1. Upload to LinkyHost
2. Get a shareable link
3. Anyone can access on any device

LinkyHost preserves your PDF's accessibility features while making it easy to share and track views.

Resources

Standards:

• WCAG 2.1 Guidelines
• PDF/UA Standard

Tools:

• PAC PDF Checker
• NVDA Screen Reader

Summary

Creating accessible PDFs:

1. Start with proper structure in your source document
2. Use headings, lists, and tables correctly
3. Add alt text to all meaningful images
4. Export with accessibility settings enabled
5. Test with an accessibility checker
6. Share via LinkyHost for easy access

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