Creating Accessible PDF Documents: A Complete Guide

Published on July 22, 2024

PDF documents are ubiquitous in our digital world, but not all PDFs are created equal when it comes to accessibility. Creating accessible PDFs ensures that everyone, including people with disabilities, can access and understand your content. This guide will walk you through the essential steps to create PDFs that are accessible to all users.

Why PDF Accessibility Matters

Accessible PDFs are not just a nice-to-have feature—they're often a legal requirement. Many countries have regulations requiring digital content to be accessible to people with disabilities. Beyond legal compliance, creating accessible documents:

• Ensures your content reaches a wider audience
• Improves usability for everyone, not just those with disabilities
• Demonstrates your commitment to inclusivity
• Often results in better organized, more navigable documents

1. Document Structure and Organization

A well-structured document is the foundation of accessibility. Screen readers and other assistive technologies rely on proper document structure to navigate content.

Use Proper Headings

Organize your content with a logical heading structure (H1, H2, H3, etc.). Don't skip heading levels, and use them to create a hierarchical outline of your document. This allows screen reader users to navigate between sections easily.

Add Bookmarks

Bookmarks provide a navigational aid that helps all users, especially those using assistive technology. Create bookmarks for major sections and subsections of your document.

Include a Table of Contents

For longer documents, a table of contents with hyperlinks to different sections improves navigation for all users.

2. Text and Font Considerations

The way text appears in your document affects both readability and accessibility.

Use Real Text, Not Images of Text

Screen readers can only read actual text, not text within images. Avoid using images of text whenever possible. If you must include text as an image, provide the same information in the alternative text or document text.

Choose Accessible Fonts

Use simple, sans-serif fonts like Arial, Calibri, or Verdana, which are easier to read for many people, including those with dyslexia or visual impairments. Avoid decorative or script fonts for body text.

Ensure Sufficient Color Contrast

Text should have sufficient contrast against its background. The WCAG 2.1 guidelines recommend a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text.

Don't Rely on Color Alone

Never use color as the only means of conveying information. For example, if you use red text to indicate important information, also use another indicator like bold text or an icon.

3. Images and Non-Text Elements

Images, charts, and other non-text elements need special attention to make them accessible.

Add Alternative Text

All images should have alternative text (alt text) that describes the image's content and function. Good alt text is concise but descriptive, conveying the essential information in the image.

Provide Descriptions for Complex Images

For complex images like charts, graphs, or diagrams, provide a longer description in the document text or in a separate accessible text element.

Make Data Tables Accessible

Tables should have clear headers for rows and columns. Avoid using tables for layout purposes—use them only for tabular data. Complex tables may need additional structure and descriptions.

4. Navigation and Links

Proper navigation elements make your document more usable for everyone.

Use Descriptive Link Text

Links should make sense when read out of context. Avoid using "click here" or "read more" as link text. Instead, use descriptive text that indicates where the link will take the user.

Set the Tab Order

Ensure that the tab order of interactive elements (like form fields and links) follows a logical sequence, typically from top to bottom and left to right.

5. Forms and Interactive Elements

If your PDF includes forms or interactive elements, additional steps are needed to make them accessible.

Label Form Fields

All form fields should have clear, descriptive labels that are properly associated with their fields. This allows screen readers to announce what information is required in each field.

Provide Instructions

Include clear instructions for completing forms, especially for complex inputs. Place these instructions before they are needed.

Ensure Keyboard Accessibility

All interactive elements should be operable using only a keyboard, without requiring mouse interaction.

6. Document Properties and Tags

Behind-the-scenes elements are crucial for accessibility.

Set Document Properties

Include a descriptive title, author, subject, and keywords in the document properties. These help users identify the document and its purpose.

Use PDF Tags

PDF tags provide a hidden structured representation of the content that assistive technologies use to navigate the document. Ensure your document is properly tagged with elements like headings, paragraphs, lists, and tables.

Set the Document Language

Specify the primary language of the document in the document properties. This helps screen readers use the correct pronunciation rules.

7. Testing for Accessibility

Always test your PDFs for accessibility before distributing them.

Use Accessibility Checkers

Many PDF editors include built-in accessibility checkers that can identify common issues. Adobe Acrobat Pro, for example, has a comprehensive accessibility checker.

Test with Screen Readers

If possible, test your document with screen reader software like NVDA (free), JAWS, or VoiceOver to experience how it will be presented to users with visual impairments.

Manual Review

Perform a manual review of your document, checking for issues that automated tools might miss, such as the logical reading order or the appropriateness of alternative text.

Tools for Creating Accessible PDFs

Several tools can help you create and verify accessible PDFs:

• Adobe Acrobat Pro: Offers comprehensive tools for creating and checking accessible PDFs
• Microsoft Word: When saving as PDF, use the "Document structure tags for accessibility" option
• PAC (PDF Accessibility Checker): A free tool for checking PDF accessibility
• CommonLook PDF Validator: Checks PDFs against various accessibility standards

Conclusion

Creating accessible PDFs requires attention to detail and an understanding of how people with disabilities interact with digital content. By following the guidelines in this article, you can create documents that are accessible to all users, regardless of their abilities.

Remember that accessibility is not just about compliance—it's about ensuring that everyone has equal access to information. By making your PDFs accessible, you're contributing to a more inclusive digital environment.

For more information on working with PDF documents, explore our other PDF tools and resources.