How to create accessible PDFs
Creating accessible PDFs can be difficult because there are many factors to consider, and only a few software options can do the job.
It’s worth noting that if your organisation does use PDFs, it’s a great idea to include the information in another format such as a Word document, as many often struggle to access them.
Despite this, PDFs remain a popular format among creative and cultural organisations. If this is true for your organisation, have you thought about making sure they are accessible?
This article will help you get to grips with PDF accessibility, including the steps to take and the tools and resources you’ll need to create and evaluate accessible PDF documents.
What are PDFs?
PDF stands for Portable Document Format. They were originally designed to make the sharing of documents and files easier across different digital platforms.
However, PDFs have got a bad reputation for being inaccessible. This is because when they first started to be used, people would take a photo of a document and create a PDF simply by using an image. An image alone does not contain any information that can be read by a screen reader or navigated with a keyboard.
Accessible PDFs need to be structured to allow users to interact with the content using assistive technologies like screen readers and offer a better user experience overall.
PDF accessibility rules follow similar guidelines to the Web Content Accessibility Guidelines (WCAG) principles, but for PDFs, these rules come from the PDF Association and are called the Matterhorn Protocol.
The other major reason cited for their reputation for poor accessibility is that people may not have software installed that can open them,. However, most modern browsers are now capable of displaying them.
Despite their reputation, PDFs remain a popular format for sharing documents across various platforms. The challenge is how do you make sure that they are accessible to everyone?
Understanding PDF accessibility
PDF accessibility makes sure that documents can be read and navigated by individuals using assistive technologies, such as screen readers, magnifiers, or keyboard-only navigation.
There are three broad areas to consider. These are the parts of the document that provide different types of information to users. They are:
Visual: This is the appearance of your document, which includes making sure there is sufficient colour contrast, use of easy-to-understand language and simple layout.
Content: Make sure you format and structure your content. For example:
- Headings: Use logically grouped (or ‘nested’) headings (e.g., H1, H2, H3) to establish a clear document structure.
- Colours: Check there is sufficient colour contrast and avoid relying solely on colour to convey information.
- Lists: Use ordered and unordered lists to organise content effectively.
- Tables: Design tables with clear headers and consistent formatting for easy navigation.
You also need to check your content has a logical reading order; this is the order in which content is announced by a screen reader.
Tags: Tags act as metadata that screen readers can use to help people navigate content more efficiently. Meta data is information that can be added to the code of your content to help screen readers understand what it is. They are not directly visible but provide important context and structure, and this information will usually be generated from the visible formatting you have applied to your content.
For example, a section title like “Introduction” might be tagged as <H1>, while a subsection like “Background Information” could be tagged as <H2>.
People who use screen readers might want to use tags so they can quickly navigate to elements identified as headings via the tag metadata in your document.
Key elements of accessible PDFs include:
- Searchable text: Text that can be selected and read by screen readers, as opposed to scanned images or non-selectable text.
- Tags and structure: Proper tagging that defines the document’s structure, including headings, paragraphs, lists, and tables.
- Alternative text for images (alt text): Descriptive text for images, charts, and graphs that conveys the same information for users who cannot see the images.
- Logical reading order: A clear reading sequence that reflects the intended order of the document’s content.
- Navigation aids: Features such as bookmarks and links that facilitate easy navigation.
- Colour contrast: Sufficient contrast between text and background to ensure readability for users with visual impairments.
Steps to create accessible PDFs
1. Start with an accessible source document
Creating an accessible PDF begins with an accessible source document. Use tools like Microsoft Word, PowerPoint, or Google Docs to apply the following principles:
- Use built-in styles: Apply heading styles (e.g., Heading 1, Heading 2) to create a structured hierarchy.
- Use lists and tables: Utilise the built-in list (e.g. bullet points or numbering) and table features rather than manually creating them with tabs or spaces.
- Add alternative text: Provide alternative text for images, charts, and other non-text elements.
- Ensure proper colour contrast: Verify that text is legible against its background using tools like the WebAIM Contrast Checker.
- Use the Accessibility Checker tools that are built into Word and PowerPoint to make sure you haven’t missed anything.
2. Export to PDF Correctly
When converting a document to a PDF, ensure that accessibility features are preserved:
- Microsoft Word/PowerPoint:
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- Use the “Save As” or “Export” feature and select “PDF.”
- Check the “Options” or “More Options” section to ensure “Document structure tags for accessibility” is checked.
- Google Docs:
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- Use “File” > “Download” > “PDF Document” to export.
- Consider using free add-ons like “Grackle Docs” to review accessibility before exporting.
3. Use the Accessibility Checker Tool if you have Adobe Acrobat Pro
Add tags:
- Go to “Tools” > “Prepare for accessibility” > “Automatically tag PDF”
Run an accessibility check to identify and fix issues:
Resources for learning more
If you would like to learn more about making your PDFs accessible, below are some other resources which can help you.
MSFT YouTube Video Series
This channel has created a set of videos showing how to make PDFs accessible, the version of Acrobat they are using is a little out of date, but the points they cover are still valid today.
Adobe Accessibility
Adobe provides detailed guides and tutorials on creating accessible PDFs using Adobe Acrobat, including step-by-step instructions for tagging and running accessibility checks.
W3C Web Accessibility Initiative
The W3C offers guidelines and resources for making PDFs accessible, including insights into the importance of accessibility and techniques for ensuring compliance with standards.
PDF Association
The PDF Association provides information, resources, and standards related to PDF accessibility, including white papers and technical documentation.
Next steps
Creating accessible PDFs is an essential aspect of making sure that digital content is available to everyone. It can be a tricky process though, so if you’d like some one-to-one support, reach out to our digital accessibility Tech Champion to book a session tailored to supporting your skills development.
The Digital Culture Network is here to support you and your organisation. Our Tech Champions can provide free one-to-one support to all creative and cultural organisations who are in receipt of, or eligible for, Arts Council England funding. If you need help or would like to chat with us about any of the advice we have covered above, please get in touch. Sign up for our newsletter below and follow us on X (Twitter) @ace_dcn for the latest updates.
