Skip to content

PDF Accessibility Guidance




PDF Accessibility Guidance

This guide provides practical, actionable steps for creating accessible PDFs. These guidelines ensure compliance with WCAG 2.1 Level AA standards and make your content accessible to all users, including those using assistive technologies.

Creating Accessible PDFs

The Golden Rule: Share the Source, Not the PDF

The most accessible document is often not a PDF at all. Whenever possible, share the original editable file (Word, PowerPoint, Google Docs) instead of converting to PDF. Source files are easier to edit, reflow on mobile devices, and can be checked for accessibility before distribution.

Why Most PDFs Fail Accessibility

PDFs created using "Print to PDF" functions are essentially image-based documents that screen readers cannot interpret. Even when PDFs are created properly, they often lose critical accessibility features during conversion if the source document was not structured correctly.

Step-by-Step Guide to Accessible PDFs

Seven-step process for creating accessible PDFs
Step Action Why It Matters Tools/Methods
1. Keep the Source File Always retain the original Word, PowerPoint, or Google Docs file and share it as the primary option. Source files are editable, searchable, and preserve accessibility features like headings and alt text. Word (.docx), PowerPoint (.pptx), Google Docs
2. Use "Print to PDF" with Caution Avoid the print-to-PDF function. Verify the PDF after printing with an automated accessibility checker. Print-to-PDF creates image-based PDFs that cannot be read by screen readers or reflowed for different screen sizes. Adobe Acrobat Pro: Tools → Accessibility → Full Check. Microsoft Accessibility Checker: Review → Check Accessibility
3. Export a Digital-First PDF Use the "Export" or "Save As" feature and select "PDF/A" or "Accessible PDF" option. Export functions preserve document structure, tagging, alt text, and reading order. Microsoft Office: File → Export → Create PDF/A. Google Drive: File → Download → PDF Document (.pdf)
4. Verify Accessibility Run an automated accessibility checker on the exported PDF. Automated tools catch common errors like missing alt text, improper heading structure, and incorrect reading order. Adobe Acrobat Pro: Tools → Accessibility → Full Check. Microsoft Accessibility Checker: Review → Check Accessibility
5. Report Tool Issues If the PDF fails accessibility checks despite proper source formatting, report the issue to Microsoft or Adobe. Continuous reporting helps improve export tools and benefits the entire community. Microsoft Feedback Hub, Adobe Support
6. Remediate Legacy PDFs For old or inaccessible PDFs, convert back to Word/PowerPoint using Adobe Acrobat Pro, fix accessibility issues, then re-export. Allows you to add missing alt text and correct structural issues that were lost in the original conversion. Adobe Acrobat Pro: Tools → Export PDF → Microsoft Word/PowerPoint
7. Handle Scanned PDFs For scanned documents, insert the scan as an image into a Word/PowerPoint document and add a full text description in the body of the document. Scanned PDFs are inherently inaccessible. Providing a text alternative meets WCAG 2.1 Level AA requirements. Microsoft Word/PowerPoint: Insert → Pictures

Best Practices for PDF Accessibility

Before Creating the PDF

The accessibility of your PDF is determined by the accessibility of your source document. Follow these practices:

  • Use built-in heading styles (Heading 1, Heading 2, etc.) to create proper document structure.
  • Add descriptive alt text to all images, charts, and graphics.
  • Ensure tables are simple with clearly identified header rows.
  • Use descriptive hyperlink text instead of generic phrases like "click here."
  • Check color contrast ratios (minimum 4.5:1 for text).
  • Set the document language in file properties.

After Creating the PDF

  • Verify that the PDF has a descriptive title in file properties.
  • Ensure the initial view is set to "Show: Document Title" in file properties.
  • Confirm security settings allow "Content copying for accessibility: Allowed."
  • Test the PDF with a screen reader (NVDA, JAWS, or VoiceOver) to verify logical reading order.

When You Must Use PDFs

In some cases, PDFs are required for legal, archival, or formatting reasons. When this is necessary:

  1. Start with an accessible source document.
  2. Use the Export function with accessibility settings enabled.
  3. Run the Adobe Acrobat Pro Accessibility Checker and remediate all issues.
  4. Provide an alternative accessible format (Word, HTML) alongside the PDF.
  5. Include a contact email for users who encounter accessibility barriers.

Common PDF Accessibility Errors and Fixes

Common PDF accessibility errors and their solutions
Error Problem Solution
Missing Alt Text Images and graphics have no alternative text description. Add alt text to all images in the source document before exporting. In Adobe Acrobat Pro, right-click the image → Edit Alternate Text.
Improper Heading Structure Headings are created using bold formatting instead of heading styles. Use the built-in heading styles in the source document. In Adobe Acrobat Pro, correct tags in the Tags panel.
Incorrect Reading Order Content is read out of logical sequence by screen readers. Use the Reading Order tool in Adobe Acrobat Pro: Tools → Accessibility → Reading Order.
Tables Without Headers Tables lack designated header rows or columns. In the source document, mark the first row as a header row. In Adobe Acrobat Pro, use the Tags panel to designate table headers.
Scanned Document The PDF is an image with no selectable text. Use OCR (Optical Character Recognition) in Adobe Acrobat Pro: Tools → Enhance Scans → Recognize Text. Verify accuracy and correct errors.

Quick Reference Checklist

For PDFs

  • Share the source file (Word, PowerPoint, Google Docs) instead of PDF when possible.
  • If PDF is required, use Export → PDF (not Print to PDF).
  • Select "PDF/A" or "Accessible PDF" option during export.
  • Run an accessibility checker on the exported PDF.
  • Verify that alt text, headings, and reading order are correct.
  • Set document title and language in file properties.
  • Test with a screen reader.