PDFs are one of the most common file formats to be used globally. Whether for business documents, academic research, or digital publications, they are preferred for their uniformity and ease of use. In fact, according to a survey conducted by Equidox, respondents reported interacting with PDFs anywhere from 5 to 20 times a day, and between 15 and 100 times a week.
Despite their popularity, many organizations fail to realize just how important it is to make PDFs accessible to everyone. In fact, 67% of people surveyed said the PDFs they came across were either partially or completely unreadable. Moreover, 72% of respondents, in the same survey, pointed out that these inaccessible PDFs directly impacted their ability to do their jobs or finish their schoolwork.
In this article, you will understand what PDF accessibility is, why it is important, and how to make a PDF accessible.
What is PDF Accessibility?
An accessible PDF is one in which each page element in a PDF document is tagged appropriately with PDF tags (similar to HTML tags) that help identify the content type and format and establish a logical reading order for assistive technologies to follow.
With the increasing number of users with visual impairment and individuals with other disabilities around the world, there is a responsibility to make all digital content accessible.
With regards to PDF accessibility, meeting comprehensive standards such as WCAG 2.2, PDF/UA, and Section 508 allows for the creation of accessible PDF documents to be read by screen readers like JAWS or NVDA, text-to-speech tools, screen magnification, and other assistive technologies.
A fully accessible PDF makes it easy for people with disabilities to access and navigate the document interpreting and understanding the content with the aid of assistive technology.
Importance of PDF Accessibility
Creating accessible PDF documents is essential for various reasons, from legal compliance to making an ethical move. Here are other reasons why PDF accessibility should take center stage when creating important business-related documents:
Empowers Everyone: Accessible PDFs ensure people with disabilities can easily read and interact with your content.
Complies with Legal Standards: With PDF accessibility at the core of your organization, you stay compliant with laws like Section 508, ADA, and WCAG 2.2.
Enhances Usability: Creating accessible PDF documents isn’t just beneficial for individuals with disabilities. Everyone who wants easy readability can benefit from it.
Reaches a Wider Audience: Accessible PDFs open your content to more people, including assistive tech users and even people who are not digitally advanced.
Boosts Brand Reputation: Imagine being called the socially and ethically responsible brand that cares about its audience regardless of their abilities. With PDF accessibility at the core, you can show commitment to inclusion and stand out as a socially responsible organization.
3 Main Parts of an Accessible PDF
When considering PDF accessibility, you need to focus on three main components:
Visual
What you see on the screen is the visual layer of a PDF. One of the biggest perks of using a PDF is that it preserves the exact look and layout of the original document, often called the "source document." Whether you're viewing it on different devices with varying screen sizes or printing it out, the appearance stays consistent, making it incredibly reliable.
Content
The PDF accessibility comes with a second layer of content that handles the essential formatting of text, such as colors, fonts, and the arrangement of text into lists or tables. If you choose to “reflow” a document, say, to make it easier to read on a smaller screen, this layer takes over, displaying the content in a simplified format instead of sticking to the original visual layout.
Tags
The tags layer is where a document's structure lives. It organizes elements like links, headings, tables, and lists. This layer plays a crucial role in supporting assistive technologies, such as screen readers, by giving them access to this structured information. For instance, a screen reader can help users jump straight to headings, making navigation faster and more efficient.
Characteristics of Accessible PDF Files
Accessible PDF files share several essential characteristics that ensure the content can be read, interpreted, and navigated by all users, including those using assistive technologies. Below are the key features that define an accessible PDF.
Searchable Text:
A key requirement of an accessible PDF is searchable and selectable text. When a document contains only scanned images, the content is inaccessible because assistive technologies cannot identify or extract the words. These files must be processed through OCR to convert image-based text into real, machine-readable text before remediation begins.
Fonts That Support Text Extraction:
For screen readers and other tools to process text accurately, the fonts used in the PDF must map correctly to Unicode. This mapping allows the software to extract characters, read them aloud, or convert them into Braille. If the font lacks the necessary information, text extraction fails even if the text appears correct visually.
Interactive and Labeled Form Fields:
If the PDF includes forms, all fields must be interactive and clearly labeled. Users should be able to enter information, understand the purpose of each field, and move through them using a logical tab order. Labels, tooltips, and guidance help reduce errors. If time limits are used, users must have the option to request more time.
Hyperlinks and Navigation Features:
Navigation aids such as bookmarks, headings, descriptive links, and a structured table of contents help users move through the document easily. These features should be keyboard accessible and built consistently to support smooth navigation for all readers. Bookmarks created from headings are especially helpful.
Document Language and Title Settings:
Specifying the document language allows screen readers to apply accurate pronunciation rules. Adding a meaningful document title also improves usability by helping users identify the file in browsers, windows, and assistive technology tools.
Security Settings Compatible with Assistive Technology:
Security settings should never block assistive technologies from accessing text. While authors may restrict printing or editing, the content must remain available so tools can convert on-screen text to speech or Braille.
Document Structure Tags and Logical Reading Order:
Tags form the foundation of accessibility in a PDF. They identify headings, lists, tables, paragraphs, and other elements while defining the proper order in which the content should be read. A well-structured tag tree ensures that screen readers interpret the information correctly and allows the document to reflow smoothly on different screen sizes.
Alternative Text for Non-Text Elements:
Images, icons, and interactive components must include meaningful alternative text so screen readers can describe their purpose. Clear alt text, useful tooltips, and descriptive link text help users understand the content. When multimedia is present, equivalents such as captions or transcripts make the information accessible for everyone.
How to Make a PDF Accessible
Creating accessible PDF documents requires you to follow certain steps for a smoother flow of process. Below is a step-by-step guide on how to make a PDF accessible:
Create a Logical Reading Order
The way your tags are arranged in the tags tree plays a big role in how screen readers interpret your document. To make sure the content flows smoothly for users, the tags need to follow a logical sequence. Similarly, the reflow order of your PDF should feel intuitive. You can manage this by making sure the containers in your content pane are stacked in the right order.
Add PDF Tags
Adding PDF tags is a crucial element of the PDF accessibility process. The structure tags in an accessible PDF define the reading order and identify page elements like sections, paragraphs, headings, and tables. With the help of tag structure in an accessible PDF document, the documents can be reflowed and resized for convenient viewing on mobile as well as larger devices.
Here are some tags to consider for creating accessible PDF documents:
Heading Tags: They provide structure to your document and organize the content inside. The first heading should be in H1 and then followed in a hierarchical structure up to H6. The levels should not be skipped.
Link Tags: The links inside an accessible PDF should have descriptive link tags.
Paragraph Tags: PDF accessibility is incomplete without adding a paragraph tag which can be indicated with a
to show regular paragraph text.
List Tags: Lists are a great way to keep content organized. To structure them properly, use list to wrap the entire list, list tag for individual items, and to define the content within each list item.
Table Tags: For creating accessible PDF documents, data tables should include clear headers for both columns and rows, with a scope designated to link header cells to their data. Complex tables should be simplified, but if used, cell IDs must ensure proper association. Layout tables should not be tagged as data tables, and a table of contents should be structured appropriately, with navigational links for easy access.
Image Tags: When adding images for PDF accessibility, wrap them in a figure tag and make sure to include meaningful alt text that accurately describes the
image.
Add Alt Text
Alternate text is a brief description added to images, allowing screen readers to convey their purpose to users with visual impairment. It’s crucial for PDF accessibility as it ensures equal access to information for everyone.
In the Accessibility Panel, click on “Set Alternate Text.” A popup will appear, walking you through each image in your document. Here, you can add or edit alt text as needed or mark images as “Decorative” if they don’t carry any important information.
Check Color Contrast
Ensure your PDF text and elements have clear color contrast, with a ratio of at least 4.5:1 for standard text. Adobe’s Accessibility Checker will prompt you to review this, or you can use tools like Color Contrast Analyser. If issues arise, fix them in the original source document for better results and a smoother process.
Tag Interactive Elements
When creating accessible PDF documents, correctly tagging the interactive elements like form fields is essential to make them navigable with just the keyboard. Every form field should have a clear, easy-to-understand label and, if needed, a helpful tooltip to guide users. Set up a logical and intuitive tab order to make navigation a breeze. When adding hyperlinks, use descriptive link text that tells users exactly what to expect. Do not use vague terms like “click here.”
Contain Necessary Metadata
Set the document language to help screen readers with accurate pronunciation and smoother navigation. Give your PDF a clear and meaningful title, and make sure it’s set to display in the window options for better accessibility and usability.
How to Check PDF Accessibility
To create accessible PDF documents, you need to thoroughly test their accessibility with a mix of different methods. Here are some ways in which you can check PDF accessibility:
Automated PDF Checking Tools
With the help of automated PDF-checking tools and software, you can identify accessibility issues quickly and conveniently. These include untagged content, missing alternate data, missing metadata, and other issues.
While there are automated solutions for checking PDF accessibility, manual testing is also required. With manual testing, you can ensure that all the documents are readable and easily navigational and that the tagging and hyperlinking are accurate for screen readers and other assistive technologies.
Assistive Technology
Creating accessible PDF documents is incomplete without running through the document content in assistive technology like screen readers. When you run it through these, you can pinpoint any inaccuracies.
Create a Logical Reading Order
The way your tags are arranged in the tags tree plays a big role in how screen readers interpret your document. To make sure the content flows smoothly for users, the tags need to follow a logical sequence. Similarly, the reflow order of your PDF should feel intuitive. You can manage this by making sure the containers in your content pane are stacked in the right order.
Add PDF Tags
Adding PDF tags is a crucial element of the PDF accessibility process. The structure tags in an accessible PDF define the reading order and identify page elements like sections, paragraphs, headings, and tables. With the help of tag structure in an accessible PDF document, the documents can be reflowed and resized for convenient viewing on mobile as well as larger devices.
Here are some tags to consider for creating accessible PDF documents:
Heading Tags: They provide structure to your document and organize the content inside. The first heading should be in H1 and then followed in a hierarchical structure up to H6. The levels should not be skipped.
Link Tags: The links inside an accessible PDF should have descriptive link tags.
Paragraph Tags: PDF accessibility is incomplete without adding a paragraph tag which can be indicated with a
to show regular paragraph text.
List Tags: Lists are a great way to keep content organized. To structure them properly, use to wrap the entire list,
for individual items, and to define the content within each list item.
Table Tags: For creating accessible PDF documents, data tables should include clear headers for both columns and rows, with a scope designated to link header cells to their data. Complex tables should be simplified, but if used, cell IDs must ensure proper association. Layout tables should not be tagged as data tables, and a table of contents should be structured appropriately, with navigational links for easy access.
Image Tags: When adding images for PDF accessibility, wrap them in a tag and make sure to include meaningful alt text that accurately describes the image.
Alternate text is a brief description added to images, allowing screen readers to convey their purpose to users with visual impairment. It’s crucial for PDF accessibility as it ensures equal access to information for everyone.
In the Accessibility Panel, click on "Set Alternate Text." A popup will appear, walking you through each image in your document. Here, you can add or edit alt text as needed or mark images as "Decorative" if they don’t carry any important information.
Check out Continual Engine's Alt Text Generator Now .
Check Color Contrast
Ensure your PDF text and elements have clear color contrast, with a ratio of at least 4.5:1 for standard text. Adobe’s Accessibility Checker will prompt you to review this, or you can use tools like Color Contrast Analyser. If issues arise, fix them in the original source document for better results and a smoother process.
Tag Interactive Elements
When creating accessible PDF documents, correctly tagging the interactive elements like form fields is essential to make them navigable with just the keyboard. Every form field should have a clear, easy-to-understand label and, if needed, a helpful tooltip to guide users. Set up a logical and intuitive tab order to make navigation a breeze. When adding hyperlinks, use descriptive link text that tells users exactly what to expect. Do not use vague terms like “click here.”
Contain Necessary Metadata
Set the document language to help screen readers with accurate pronunciation and smoother navigation. Give your PDF a clear and meaningful title, and make sure it’s set to display in the window options for better accessibility and usability.
How to Convert a Standard PDF into an Accessible PDF
A standard PDF needs to be tagged to provide a structured representation of the content for screen readers to interpret. Tagging a PDF document has always been a time-consuming and cumbersome task.
There are many PDF document remediators in the market that offer licensed software for PDF remediation that traditionally come with a high learning curve requiring extensive knowledge of the various standards making the tagging process arduous, time-consuming, and comes with a hefty price tag.
PDF remediation is the process of accurately tagging an inaccessible PDF by identifying and tagging the document structure with appropriate tags for page elements like headings, paragraphs, image alt text, nested lists, and tables making it accessible.
In the case of scanned PDFs, the documents need to be processed through optical character recognition (OCR). OCR takes a scanned image of a page and converts it into a text layer and then after that, the document is tagged.
Achieve Effortless PDF Accessibility with PREP
PREP offers an easy and efficient way to remediate PDFs at scale. The platform combines automation with accurate tagging to help teams create accessible documents without needing extensive technical training. Its cloud-based interface supports collaboration, handles scanned files through OCR, and aligns outputs with standards such as WCAG 2.2, PDF/UA, ADA, and Section 508. PREP is designed to simplify accessibility work while maintaining consistency and quality.
Professional PDF Remediation Services for Complete Accessibility
If you prefer expert assistance, Continual Engine provides comprehensive PDF remediation services handled by trained accessibility specialists. Each document is carefully reviewed, tagged, and tested to ensure correct reading order, structured content, and full compatibility with assistive technologies. This service is ideal for organizations managing large volumes of PDFs or requiring reliable compliance across their content.
What are some of the best tools for PDF accessibility?
Here are some top PDF accessibility tools:
PREP: A leading PDF remediation software.
Adobe Acrobat Pro DC: Ideal for creating and editing accessible PDFs.
PAC (PDF Accessibility Checker): A tool for testing PDF accessibility.
Online PDF Checkers: Quick, basic checks for accessibility.
Assistive Technologies: Screen readers and other tools help test PDF accessibility.
What are the key guidelines for PDF accessibility?
The main PDF accessibility guidelines include:
PDF/UA: An international standard for making PDFs accessible.
WCAG: Although focused on web content, many of its principles are also relevant to PDFs.
What are the main principles of PDF accessibility?
The core principles of PDF accessibility are:
Perceivable: Information should be presented in a way that users with disabilities can perceive.
Operable: The interface and navigation should be easy to use.
Understandable: Content and navigation must be clear and easy to understand.
Robust: The content should be compatible with various user agents, including assistive technologies.
How do you make a PDF screen reader friendly?
A PDF becomes screen reader friendly when it includes proper tagging, a logical reading order, searchable text, descriptive alt text, labeled form fields, and meaningful links. Setting the document language and testing the file with a screen reader ensures accurate navigation and interpretation.
What does an accessible PDF look like?
An accessible PDF has clear structure, searchable text, organized headings, tagged lists and tables, descriptive links, and alt text for images. It supports keyboard navigation, works smoothly with screen readers, and presents information in a logical, easy-to-follow format for all.
