Quick Guide to Creating Accessible PDFs

Why PDF Accessibility Matters

PDF documents are one of the most common accessibility barriers on the web. According to the CDC, 1 in 4 adult Americans live with a disability. Making PDFs accessible ensures everyone can access your content, fulfills legal requirements under the ADA and Section 508, and demonstrates TTU's commitment to digital inclusion.

What Makes a PDF Accessible?

An accessible PDF must include the following components:

• Tagged structure: Document structure (headings, lists, tables) marked with proper tags
• Logical reading order: Content flows in a sensible sequence for screen readers
• Alternative text: Descriptions for all meaningful images, charts, and graphics
• Proper headings: Hierarchical heading structure from H1 through H6
• Text-based content: Actual selectable text, not images of text
• Document language: Language specified in document properties
• Bookmarks: Navigation aids for documents longer than 2 pages
• Accessible tables: Tables with proper header rows and scope attributes
• Sufficient color contrast: Minimum 4.5:1 for normal text, 3:1 for large text
• Accessible forms: Form fields with labels and logical tab order

Creating Accessible PDFs from Microsoft Word and PowerPoint

Before You Convert: Make Your Word Document Accessible

Converting Word and PowerPoint to PDF (Recommended Method)

Use the Microsoft built-in save:

1. Go to File > Save As
2. Choose PDF from the file format dropdown
3. Click Options
4. Check "Document structure tags for accessibility"
5. Click OK, then Save

For more guidance on creating accessible Word documents, see Microsoft's Word Accessibility Guide.

For PowerPoint, review Microsoft's PowerPoint Accessibility Guide.

Remediating Existing PDFs in Adobe Acrobat Pro

When you receive an inaccessible PDF that needs fixing, use Adobe Acrobat Pro DC to remediate it.

Step 1: Run the Accessibility Checker

1. Open the PDF in Adobe Acrobat Pro
2. Go to All Tools > Prepare for Accessibility > Check for Accessibility
3. Review the results in the Accessibility Checker panel

Step 2: Add Tags (If Document is Untagged)

If the document lacks tags entirely:

1. Go to All Tools > Prepare for Accessibility > Autotag Document
2. Review and clean up auto-generated tags (automated tagging is not always accurate)

Step 3: Fix Common Issues

Setting Document Title and Language

1. Go to File > Properties
2. In the Description tab, add a descriptive title
3. Check "Display document title in window title bar"
4. In the Advanced tab, set the Language

Adding Alternative Text to Images

1. Open the Tags panel (View > Show/Hide > Navigation Panes > Tags)
2. Find the <Figure> tag in the tag tree
3. Right-click the figure tag > Edit Alternate Text
4. Enter a concise description (1 to 2 sentences)
5. For decorative images, mark them as artifacts by right-clicking and selecting Change Tag to Artifact

Step 4: Fixing Reading Order

Using the Reading Order Tool

1. Go to All Tools > Prepare for Accessibility > Reading Order.
2. Numbered boxes will appear over each section of the page showing the current sequence.
3. If the numbers are out of sequence (for example, the footer is #2 and the body text is #5), open the Order Panel on the left-hand navigation bar (it looks like a "Z" icon).
   • In that panel, drag the items into the correct top-to-bottom sequence.
   • The numbers on the page will update automatically as you move items in the list.

The "Simplicity" Rule

If a page has a complex layout (like a brochure or a multi-column newsletter), the reading order can become fragmented into dozens of small boxes.

• Try to simplify: If the reading order feels confusing while tabbing through, it will be even more confusing for a screen reader user.
• Merge Boxes: If a single paragraph is split into three different numbered boxes, you can click and drag to select all three, then click "Text" in the Reading Order dialog to merge them into one logical block.

Verifying with "Read Out Loud" vs. "Tags"

While Acrobat's Read Out Loud tool (View > Read Out Loud > Activate) is a quick way to check your work, it is not a perfect substitute for a real screen reader.

• Best Practice: After fixing the visual Reading Order, always check the Tags Panel (the "price tag" icon). Ensure the Tags follow the same sequence as your numbers.
• Why? Some assistive technologies ignore the Reading Order numbers and only read the Tags. If the Tags are in the wrong order, the PDF is still not fully compliant.

Handling "Artifacts"

If the Reading Order tool shows a box around a decorative line, a background image, or a page number that you don't want the screen reader to announce:

1. Select that box in the Reading Order tool.
2. Click the Background/Artifact button in the floating dialog box.
3. This removes the item from the reading sequence entirely, keeping the experience clean for the user.

Step 5: Fixing Table Structure

1. Open the Tags panel
2. Find the table in the tag tree (should be tagged as <Table>)
3. Right-click the table tag > Table Editor
4. Ensure the first row is tagged as <TH> (table header)
5. Ensure data cells are tagged as <TD>
6. Set header scope (column or row) in the Table Inspector

Step 6: Ensuring Color Contrast

Check color contrast ratios using online tools:

• WebAIM Contrast Checker
• Accessible Colors Tool

Requirements:

• Normal text: minimum 4.5:1 contrast ratio
• Large text (18pt+ or 14pt+ bold): minimum 3:1 contrast ratio

Testing Your PDF for Accessibility

Automated Testing

Run Adobe Acrobat's Accessibility Checker (All Tools > Prepare for Accessibility > Check for Accessibility).

Manual Testing

1. Tab through the document: Ensure logical tab order without getting stuck
2. Use Read Out Loud: View > Read Out Loud > Activate Read Out Loud
3. Test with a screen reader: NVDA (free) or JAWS for comprehensive testing
4. Check without mouse: Navigate using only keyboard
5. Zoom to 200%: Ensure content remains readable and doesn't break layout

Special Cases and Considerations

Scanned Documents

Scanned PDFs are images and completely inaccessible without OCR (Optical Character Recognition):

1. Open the scanned PDF in Acrobat Pro
2. Go to All Tools > Scan & OCR > Recognize Text > In This File
3. After OCR completes, add tags using Autotag Document
4. Manually verify and fix any OCR errors
5. Add alternative text and fix reading order as needed

Forms

PDF forms require additional accessibility features:

• All form fields must have descriptive labels
• Ensure logical tab order through all fields
• Include instructions and error messages
• Consider providing an accessible alternative (HTML form)

Mathematical Content

Math equations present unique challenges:

• Use MathML when possible for true accessibility
• Provide detailed alt text describing the equation
• Example: "The quadratic formula: x equals negative b plus or minus the square root of b squared minus 4 a c, all divided by 2 a"

Multi-Column Layouts

Screen readers read content in tag order, not visual order. Multi-column layouts often result in incorrect reading order:

• Carefully verify and adjust reading order
• Test thoroughly with Read Out Loud feature
• Consider single-column layouts for complex documents

Understanding Accessibility Standards

At TTU, we target WCAG 2.1 Level AA compliance for all PDFs. Meeting WCAG 2.1 AA generally ensures compliance with Section 508, ADA requirements, and PDF/UA standards.

Best Practices Summary

Do:

• Start with accessible source documents (Word, PowerPoint)
• Use built-in heading and list styles
• Add meaningful alt text to images
• Test with both automated tools and assistive technology
• Keep table structures simple
• Provide alternative formats when appropriate (HTML versions)
• Use descriptive link text
• Set document language and title

Don't:

• Use "Print to PDF" (strips accessibility features)
• Rely solely on automated checkers
• Skip manual testing
• Use images of text instead of actual text
• Create complex nested tables
• Use color alone to convey information
• Assume scanned documents are accessible without OCR
• Forget to add bookmarks to long documents