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Creating accessible PDF documents

PDFs are widely used across the University to share information, instructions, and records. When PDFs are not accessible, they can create barriers for people who use screen readers, keyboard navigation, or other assistive technologies.

This guide outlines practical steps, tools, and decision points to help you create, evaluate, and improve PDF accessibility.

In many cases, the most effective approach is to start with an accessible source document and make thoughtful choices before exporting to PDF.

Start with the experience you want to provide

Before working on accessibility fixes, take a step back and consider the document itself.

Ask yourself:

  • What is the purpose of this document?
  • Who needs to use it, and how?
  • Is this information better delivered as a web page instead of a PDF?

In many cases, especially for frequently updated or high-use content, publishing information directly on the web is more accessible and easier to maintain than a PDF.

Understand the complexity of your document

Not all PDFs are equal. Complexity affects how much time, expertise, and tooling are required.

Simple documents may include

  • Short, text-based documents
  • Clear headings and lists
  • Minimal images or simple tables

Complex documents may include

  • Long reports
  • Visual publications
  • Complex tables, charts, or forms
  • Scanned content

The more complex the document, the more likely it will require advanced remediation tools or professional support.

Start with an accessible source file

Whenever possible, accessibility should begin before a PDF is created.

If you have a source file (such as Word or PowerPoint):

  • Make sure it follows basic accessibility best practices
  • Run built-in accessibility checkers
  • Fix issues before exporting to PDF

Starting with an accessible source document saves time, reduces errors, and produces higher-quality PDFs.

Export to a tagged PDF

When creating a PDF from Microsoft Applications like MS Word, the Save As method is recommended because it preserves structure and accessibility information.

Recommended steps

  1. Go to File → Save As
  2. Choose PDF as the file type
  3. Select Options
  4. Confirm that “Document structure tags for accessibility” is checked

This ensures headings, lists, and reading order are carried into the PDF.

You can also export using the Adobe Acrobat plugin in Word if it is installed. This method preserves headings, alt text, and tags during conversion.

Check accessibility in Adobe Acrobat Pro

After creating the PDF, open it in Adobe Acrobat Pro and run the built-in Accessibility Checker.

This tool helps identify common issues such as:

  • Missing document titles
  • Untagged content
  • Incorrect heading order
  • Missing alternative text

Automated checks are helpful—but they are not enough on their own.

Manual review and testing still matter

No automated tool can fully evaluate accessibility.

Manual checks and user testing help confirm:

  • Logical reading order
  • Meaningful headings
  • Clear link text
  • Usability with assistive technologies

Whenever possible, combine automated testing with human review.

Tools for creating and evaluating accessible PDFs

Authoring tools

  • Microsoft Word, PowerPoint, and Excel – Create accessible source documents and export tagged PDFs when accessibility best practices are followed, such as using built-in headings, lists, tables, and alternative text.
  • Adobe InDesign – Used for complex layouts and design-heavy documents. Creating accessible PDFs from InDesign requires additional setup, such as mapping paragraph styles to the correct PDF tags, defining reading order, and adding alternative text before export.
  • Adobe Acrobat Pro– Edit existing PDFs, run accessibility checks, repair tags, adjust reading order, and fix common accessibility issues after export.

Many popular design and marketing tools—such as Canva or Marq—are not designed to support the creation of fully accessible documents or tagged PDFs. These tools may be suitable for print design, but they often lack the structural controls needed for digital accessibility. Documents created in these tools typically require significant remediation in Adobe Acrobat Pro or specialized tools before they can meet accessibility standards.

Accessibility checkers

Screen readers

  • NVDA – Free, open-source screen reader for Windows
  • JAWS – Widely used commercial screen reader

Testing with screen readers helps verify how content is actually experienced by users.

Remediation tools for complex documents

Some PDFs—especially long, scanned, or highly visual documents—may require advanced remediation tools.

Examples include:

These tools automate many remediation tasks, often resolving issues in minutes that might otherwise take hours to fix manually. They are often used by trained specialists or external remediation services.

Understanding PDF tags

Tags provide the underlying structure that allows assistive technologies to interpret PDF content.

Tags define:

  • Headings
  • Paragraphs
  • Lists
  • Tables
  • Reading order

Without proper tags, a PDF may appear visually correct but be unusable for screen reader users.

Learning how to view and adjust tags in Acrobat is an important step in PDF accessibility.

Key PDF accessibility terms

  • PDF (Portable Document Format): A file format that preserves layout and appearance
  • Tagged PDF: A PDF with structural and semantic information for assistive technologies
  • Accessible PDF: A PDF that meets accessibility standards such as WCAG
  • PDF/UA: An international standard for accessible PDF documents

Training and further learning

If you create or manage PDFs regularly, training is strongly recommended.

Suggested learning options include:

When to get help

If a document is:

  • High-visibility
  • Business-critical
  • Complex or scanned

You may want to consider third-party remediation or consult with accessibility specialists. Check out Community of Practice PDF resources to learn more about third-party PDF remediation services. Viewing resources requires signing in with University credentials.

Closing

Accessible PDFs are not just about compliance—they help ensure everyone can access and use University information effectively. Starting early, choosing the right tools, and knowing when to ask for help all contribute to better outcomes.