How Do I Make PDFs Accessible? Complete Guide to Document Accessibility

PDFs are everywhere—reports, forms, contracts, brochures, manuals. They're also a major accessibility blind spot. Many organizations focus on website accessibility while publishing inaccessible PDFs that exclude screen reader users, can't be properly zoomed, and trap users who need to navigate by structure.

Making PDFs accessible requires different techniques than web accessibility, but the principles are the same: content must be perceivable, operable, understandable, and robust. Here's how to create PDFs that work for everyone.

Q: How do I make PDFs accessible?

A: Accessible PDFs require proper tagging (structural markup identifying headings, lists, and reading order), alternative text for images, logical reading order, form field labels, bookmarks for navigation, and correct document properties. Start with accessible source documents in Word or InDesign, then verify and remediate the PDF. Testing with screen readers ensures accessibility for actual users.

What Makes a PDF Accessible

The Core Requirements

PDF accessibility has specific technical requirements that parallel web accessibility:

Tagged structure: The PDF contains "tags" that define document structure—headings, paragraphs, lists, tables, images. Screen readers use these tags to navigate and interpret content.

Reading order: Tags define the order content should be read, which may differ from visual layout (multi-column layouts, sidebars).

Alternative text: Images have descriptions accessible to screen readers.

Accessible forms: Form fields have labels, proper tab order, and error handling.

Navigation aids: Bookmarks, links, and table of contents enable efficient navigation.

Document properties: Title, language, and other metadata are set correctly.

Why PDF Accessibility Matters

PDFs posted on websites fall under the same accessibility requirements as web content:

• ADA requirements apply to documents published by covered entities
• Section 508 requires accessible documents from federal agencies
• WCAG criteria apply to documents provided online

Organizations have faced accessibility lawsuits specifically for inaccessible PDFs on their websites.

Creating Accessible PDFs: The Right Approach

Start with Accessible Source Documents

The most efficient path to accessible PDFs: create properly structured source documents before converting to PDF.

In Microsoft Word:

1. Use built-in heading styles (Heading 1, Heading 2, etc.)—not manually formatted large/bold text
2. Use built-in list styles for bulleted and numbered lists
3. Add alt text to images (right-click → Edit Alt Text)
4. Use table headers properly (Table Properties → Row → Repeat as header row)
5. Use the Accessibility Checker (Review → Check Accessibility)
6. Add document properties (File → Info → Properties)

In Adobe InDesign:

1. Create structured content with proper tags
2. Use paragraph styles that map to PDF tags
3. Define reading order through Articles panel
4. Add alt text to images (Object → Object Export Options)
5. Export with "Create Tagged PDF" enabled

In Google Docs:

1. Use heading styles from the Styles menu
2. Use built-in list formatting
3. Add alt text to images (right-click → Alt text)
4. Export to PDF with "Include headings in document outline"

Export Settings That Matter

When saving/exporting to PDF:

From Word:

• Options → Include non-printing information → Create bookmarks using Headings
• Options → Include non-printing information → Document structure tags for accessibility

From InDesign:

• Export Adobe PDF → General → Create Tagged PDF
• Verify tag structure in Articles panel before export

From Acrobat DC:

• Action Wizard → Make Accessible (runs accessibility setup)

PDF Structure and Tags

Understanding PDF Tags

PDF tags create an invisible structure layer defining what each element is:

Common tags:

• <H1>, <H2>, <H3> — Headings (hierarchy matters)
• <P> — Paragraphs
• <L>, <LI> — Lists and list items
• <Table>, <TR>, <TH>, <TD> — Table structure
• <Figure> — Images and graphics
• <Link> — Hyperlinks

When screen readers encounter these tags, they announce content appropriately: "Heading level 2, Chapter Overview" instead of just "Chapter Overview."

Checking and Fixing Tags in Acrobat

In Adobe Acrobat Pro:

1. Open the Tags panel (View → Show/Hide → Navigation Panes → Tags)
2. Review tag structure in tree view
3. Compare tags to visual content
4. Fix incorrect or missing tags:

- Right-click → Properties to change tag type - Drag to reorder - Add new tags for untagged content

Reading Order

Reading order defines the sequence screen readers follow. It may differ from visual order in multi-column layouts.

In Acrobat:

1. Open Order panel (View → Show/Hide → Navigation Panes → Order)
2. Visually verify numbered regions match logical reading flow
3. Drag to reorder if necessary
4. Use Reading Order tool to reassign content to correct order

Common problems:

• Columns read across instead of down
• Sidebars interrupt main content
• Headers/footers placed in middle of reading order
• Caption text separated from related images

Images and Alternative Text

Adding Alt Text to PDF Images

Images need alternative text just like on the web.

In Acrobat:

1. Open Tags panel
2. Find the <Figure> tag for the image
3. Right-click → Properties
4. Enter alt text in "Alternate Text" field

Or using Accessibility Checker:

1. Run Accessibility Checker (Tools → Accessibility → Full Check)
2. In results, find "Figures alternate text"
3. Right-click issues → Fix

Marking Decorative Images

Purely decorative images should be marked as artifacts (background) rather than content:

1. In Tags panel, find the figure tag
2. Right-click → Change Tag to Artifact → Background
3. Or use Reading Order tool → select image → click "Background/Artifact"

This removes the image from reading order while keeping it visible.

Complex Images

Charts, diagrams, and complex images may need extended descriptions:

• Provide concise alt text summarizing the key point
• Include detailed description in surrounding text
• Or link to an accessible data table for chart data

Accessible PDF Forms

Form Field Requirements

PDF forms need accessibility features for users to complete them:

Labels: Each field needs a visible label programmatically associated with the field.

Tab order: Fields should be navigable in logical order via Tab key.

Instructions: Help text should be accessible (not just visible).

Required fields: Indicate required status programmatically.

Error handling: Validation errors should be clearly communicated.

Creating Accessible Form Fields in Acrobat

1. Tools → Prepare Form
2. For each field:

- Properties → General → Tooltip (becomes accessible name) - Properties → General → Name (unique identifier) - Properties → Validate → Set validation rules

1. Set tab order: Tools → Forms → Edit → Tab Order → Show Tab Order Numbers
2. Drag fields to reorder if necessary

Fillable PDF Considerations

If users must download, fill, and return PDFs:

• Consider whether web forms would be more accessible
• Provide instructions for assistive technology users
• Test with screen readers before publishing

Testing PDF Accessibility

Built-in Accessibility Checker

Adobe Acrobat Pro includes an accessibility checker:

1. Tools → Accessibility → Full Check
2. Select checking options (or use default)
3. Review results in Accessibility Checker panel
4. Right-click issues to fix or view details

Categories checked:

• Document (title, language, logical reading order)
• Page Content (tags, reading order, color contrast)
• Forms (field descriptions, tab order)
• Alternate Text (figures)
• Tables (headers, summaries)
• Lists (proper list structure)
• Headings (logical nesting)

Screen Reader Testing

Automated checking catches structure issues but can't verify usability. Test with actual screen readers:

Free options:

• NVDA (Windows) — nvaccess.org
• VoiceOver (Mac) — Built into macOS

Testing approach:

1. Open PDF in Adobe Reader (not just browser)
2. Enable screen reader
3. Navigate by headings, links, form fields
4. Verify reading order matches logical flow
5. Check that images are announced with alt text
6. Complete any form fields

Common Issues Found in Testing

Untagged or poorly tagged content: Screen reader reads text without structure context.

Wrong reading order: Multi-column text reads across columns instead of down.

Missing alt text: Screen reader announces "image" or filename.

Unlabeled form fields: Users don't know what to enter.

Missing document title: Screen reader announces filename instead of title.

PDF Accessibility at Scale

Batch Processing

Organizations with many PDFs face scale challenges. Approaches:

Prevention: Create accessible source documents so PDFs are born accessible.

Prioritization: Audit PDF inventory, fix highest-priority documents first (frequently accessed, legally required, customer-facing).

Automated remediation: Some tools offer batch processing, though manual review remains necessary.

OCR for scanned documents: Scanned PDFs (images of text) need OCR plus manual tag correction.

Scanned PDF Remediation

PDFs created by scanning paper documents are images—not text. They require:

1. OCR (Optical Character Recognition): Converts images to searchable text. Acrobat: Tools → Scan & OCR → Recognize Text
2. Tagging: Add structure tags after OCR
3. Reading order correction: Often requires significant manual work
4. Manual verification: OCR errors need human review

Scanned document remediation is labor-intensive. Consider whether original digital source exists.

Third-Party PDF Accessibility Services

For large-scale remediation, professional services can help:

• Manual remediation for complex documents
• Batch processing of simple documents
• Quality assurance and testing
• Training for in-house staff

Costs vary widely based on document complexity and volume.

Alternative Approaches

When to Skip PDF

PDFs aren't always the best format. Consider:

Web pages instead of PDF: HTML is inherently more accessible, responsive, and maintainable. If content doesn't need offline access or specific print formatting, web might be better.

Provide multiple formats: Offer HTML version alongside PDF. Users can choose their preferred format.

Word documents: For documents users will edit, .docx may be more appropriate than PDF.

When PDF Is Appropriate

PDFs remain valuable for:

• Documents requiring specific formatting/layout
• Print-ready materials
• Forms requiring signatures
• Documents that must look identical across systems
• Offline reading materials
• Long documents with print expectations

When using PDF, commit to accessibility.

FAQ Section

Q: Can I make any PDF accessible?

A: Most PDFs can be made accessible, but effort varies dramatically. PDFs created from properly structured source documents are straightforward. Scanned documents or PDFs with complex layouts require significant manual work. Some extremely complex designs may need to be redesigned for accessibility.

Q: Do I need Adobe Acrobat Pro for PDF accessibility?

A: Acrobat Pro provides the most comprehensive PDF accessibility tools. Free Acrobat Reader can't edit tags or fix accessibility issues. Some alternatives exist (Foxit PhantomPDF, CommonLook PDF GlobalAccess), but Acrobat Pro is the industry standard.

Q: How long does PDF remediation take?

A: Simple documents created from accessible Word files: minutes. Complex documents with multi-column layouts, tables, and forms: hours. Scanned documents: potentially many hours per document. The more accessible your source documents, the less remediation needed.

Q: Should I just convert PDFs to HTML instead?

A: HTML is often more accessible by nature, but conversion may lose formatting important to the document's purpose. Consider your use case. For documents that must maintain specific appearance, make PDFs accessible. For content where formatting is less critical, HTML may be the better choice.

Q: Does TestParty check PDF accessibility?

A: Yes, TestParty supports PDF accessibility scanning as part of comprehensive accessibility assessment. We identify structural issues, missing alt text, reading order problems, and other accessibility barriers in PDF documents alongside web content.

Making PDF Accessibility Sustainable

PDF accessibility works best when integrated into document creation workflows:

1. Train document creators on accessible authoring in Word/InDesign
2. Use templates with proper heading styles and structure
3. Check accessibility before conversion using built-in checkers
4. Verify exported PDFs with Acrobat's accessibility checker
5. Test with screen readers for important documents
6. Remediate existing PDFs prioritized by importance and usage

The upfront investment in accessible document practices pays off through reduced remediation and fewer accessibility barriers for users.

Ready to assess your website and document accessibility? Schedule a demo to learn how TestParty handles web and PDF accessibility scanning.

Related Articles:

• How Do Screen Readers Work?
• Alt Text Best Practices for Images
• What Are the Legal Requirements for Website Accessibility?

AI tools helped research and draft this article. TestParty provides automated WCAG testing and remediation, but for legal or strategic decisions, please speak with qualified advisors.