Zacedo

1. Digital Inclusion Begins with PDFs

PDFs are everywhere. From school syllabi and healthcare forms to business brochures, annual reports, and government applications — they’ve become the go-to format for sharing information. They’re sleek, portable, and universal. But here’s the catch: if a PDF isn’t accessible, it might be shutting people out instead of welcoming them in.

Digital inclusion starts with the small things — like making sure everyone can read the document you’re sending. That includes people who use screen readers, those with low vision or color blindness, individuals with mobility limitations who navigate with keyboards, and people with cognitive differences who rely on clear structure and simple layouts. Accessibility isn’t just about checking boxes — it’s about ensuring equal access to information.

The problem? Many PDFs are still built with a “one-size-fits-most” mindset. Unlabeled images, jumbled reading orders, and untagged text may not even register for some users — but for others, they’re huge barriers. The good news is: fixing this isn’t rocket science. It’s all about being mindful and using the right tools.

This guide is here to help you do just that. Whether you’re designing documents in-house or working with third-party tools, we’ll break down exactly what makes a PDF accessible — and how to get there. We’ll also introduce you to Zacedo, a platform that’s making accessible PDF creation faster, easier, and a lot less stressful.

Bottom line? PDFs should work for everyone. And with the right approach, they can.

2. What Makes a PDF “Accessible”?

An accessible PDF is one that can be read, navigated, and understood by everyone — regardless of ability, device, or environment. It’s not just about helping a niche group. It’s about creating a smoother, smarter reading experience for all.

So, what does “accessible” really mean in PDF land?

First, it’s about structure. Screen readers rely on behind-the-scenes tagging to interpret content: headings, lists, paragraphs, alt text, and reading order. Without these tags, a document is just a soup of text and images with no rhyme or reason. Accessible PDFs are properly tagged so assistive tech can read them out loud in the right order.

Second, it’s about usability. Navigation should be easy — with bookmarks, internal links, and clear heading levels. Fonts should be readable, contrast levels should be strong, and images need descriptive alternative text for users who can’t see them.

But who exactly benefits?

• Visually impaired users who rely on screen readers to access digital content
• Mobility-limited users who navigate using keyboards or voice commands
• Neurodivergent readers who benefit from consistent layouts and simplified structure
• Mobile users who struggle with complex layouts or small fonts on tiny screens

And yes — it’s also about compliance. Accessible PDFs align with standards like WCAG 2.1, ADA, and Section 508 — guidelines designed to make digital content more inclusive. But even beyond legal requirements, the payoff is better UX for everyone.

Think of it this way: captions help more than just the hearing impaired. Clean layouts help more than just people with cognitive challenges. Accessibility makes documents better for all users — because clarity and usability never go out of style.

3. Structuring Your PDF with Semantic Tags

Great content can still fall flat if it’s not structured the right way — especially in a PDF. For assistive technologies like screen readers, structure is everything. That’s where semantic tags come in. They create a roadmap through your content, helping users (and their tools) navigate with ease.

At the heart of this structure is a logical reading order. Screen readers don’t “see” layout — they follow the tags under the hood. If the order is off, the story gets scrambled. So, always organize your content in the sequence it’s meant to be read.

Next up: headings. Use them properly. Start with a single H1 (like a document title), then break things down into H2s and H3s as needed. Don’t just bold text to make it look like a heading — tag it as one. This not only helps screen readers but lets users scan and jump through sections quickly.

Paragraphs, bulleted or numbered lists, and tables should also be properly tagged. Tables especially need attention — mark header rows, and avoid using them for layout. It’s about function, not just form.

Another important step? Set the document language. This helps screen readers apply the right pronunciation and voice settings. In Adobe Acrobat, you can add language metadata in the file properties. Zacedo also offers this as a prompt while finalizing your PDF.

To apply and check tags, tools like Adobe Acrobat Pro and Zacedo are your go-to allies. Adobe offers a tagging pane and a reading order tool. Zacedo simplifies the tagging process with smart suggestions based on your content type and layout.

Bonus tip: If you’re creating PDFs from Word or HTML, start with a well-structured source file. Use proper styles (like Heading 1, Heading 2, etc.) instead of manual formatting. This makes tagging much easier during the conversion.

Remember: structure isn’t just for machines — it makes the document better for everyone.

4. Writing with Accessibility in Mind

Accessibility starts with how you write — not just how you design. Even the most beautifully tagged PDF can still be hard to understand if the language itself puts up barriers. The goal? Clarity, simplicity, and usefulness for all readers.

Let’s start with plain language. Choose clear, straightforward words over jargon or complex phrasing. You don’t need to dumb things down — just write like you want to be understood, not like you’re showing off. If a 12-year-old can grasp the basics, you’re probably doing it right.

Avoid long, winding sentences with too many clauses and commas. Break ideas into shorter, manageable thoughts. This helps readers — especially those with cognitive disabilities or who are reading in a second language — absorb your message more easily.

Now, let’s talk about links. You’ve seen it a thousand times: “Click here.” But “click here” tells us nothing. Instead, use descriptive link text like “Download the accessibility checklist” or “See our full report.” This gives screen reader users clear context and improves the flow of reading.

Make your content scannable. Use bullet points, numbered lists, and short paragraphs. Add subheadings to group related ideas. This helps all users, not just those with disabilities, quickly find what they need.

And don’t forget your alt text. Every meaningful image in your PDF should have a short description. Say what the image shows and why it matters. Keep it concise — no need to start with “Image of…” since screen readers already say that.

Accessible writing isn’t just nice — it’s necessary. It builds trust, boosts understanding, and keeps your audience engaged. Think of it as good writing for everyone, with no one left behind.

5. Adding Alt Text and Descriptive Elements

Images, charts, and graphics can add richness to a PDF — but if you don’t describe them, they’re invisible to many users. That’s where alt text comes in. Alt text (short for “alternative text”) is a written description of an image, read aloud by screen readers. It’s one of the most essential steps toward making your document accessible.

So, what should you say? Focus on meaning, not just looks. If you’re showing a chart, describe the trend or insight — not just “Line graph with red and blue lines.” Instead, try: “A line chart showing a steady increase in sales from January to June.” Tell the reader why the visual is there, and what they’re missing visually.

If the image is decorative — say, a border flourish or background pattern — you don’t need to describe it. In fact, you shouldn’t. Mark it as decorative so screen readers can skip it entirely. This keeps users from being distracted by unnecessary content.

A big no-no: don’t embed text inside images, especially important instructions or key data. Screen readers can’t read words inside a JPG or PNG. If you must use a visual with embedded text, make sure the same message appears in the regular text nearby.

Charts, graphs, and infographics often need a little more care. If your chart is complex, consider writing a short summary or data table below it to explain what’s shown. Alt text should be concise — leave deeper details to the main body.

Both Adobe Acrobat Pro and Zacedo let you add alt text to images during PDF creation. Zacedo even suggests alt text based on the image content, which you can review and edit.

In short: if it’s important enough to include visually, it’s important enough to describe — and everyone deserves to “see” it.

6. Designing for Visibility: Fonts, Colors & Contrast

Good design isn’t just about aesthetics — it’s about clarity. For people with low vision, color blindness, or reading challenges, your font and color choices can make or break their experience. Let’s walk through the key visual design principles that make PDFs readable for all.

• Start with legible fonts. Sans-serif fonts like Arial, Verdana, or Calibri are clean and easy to read, even at small sizes. Avoid decorative or script fonts for body text. As a rule of thumb, keep font sizes at least 12 points. For footnotes or captions, don’t go below 10pt.
• Next: color contrast. Black text on a white background? Great. Dark blue on pale gray? Also fine. But yellow on white, or light gray on gray? That’s a readability nightmare. High contrast between text and background is essential for users with low vision or color perception differences.
• Use a color contrast checker — free tools like WebAIM’s contrast checker let you test your color combinations and ensure they meet WCAG 2.1 standards (minimum ratio of 4.5:1 for normal text).
• Also, avoid giving instructions that rely on color alone — like “Click the red button” or “Fill out the green section.” Instead, pair color with shape or labels, such as “Click the red Submit button in the lower-right corner.”
• When using charts or graphs, avoid color-only distinctions. Use patterns, labels, or textures to differentiate elements. A pie chart with blue and green slices is useless to someone who can’t distinguish between them — but labeling each slice or using patterns can fix that.
• Spacing matters too. Ensure there’s enough line spacing (1.2 to 1.5x), consistent alignment, and padding between sections. Crowded layouts are harder for everyone to read, not just those with visual impairments.
• Finally, preview your PDF in high-contrast mode or a grayscale view. Does it still make sense? If not, it’s time for tweaks.

With just a few thoughtful adjustments, your design can look great and be genuinely inclusive.

7. Accessible Tables and Forms

Tables and forms can either clarify your PDF — or completely confuse readers using assistive technology. Getting them right means simplifying structure and labeling everything with purpose.

• Let’s start with tables. The best accessible tables are simple and clear: one row of headers at the top, and neatly aligned columns underneath. Use the table editor in your PDF tool (like Adobe Acrobat or Zacedo) to mark header cells properly. This helps screen readers understand the relationship between each cell and its corresponding heading.
• Avoid merged cells if you can. Merging rows or columns might make things look good visually, but it often confuses the reading order and structure. If you must merge, ensure the content still flows logically and consider providing a summary nearby.
• Speaking of summaries, always add a table summary or caption that explains what the table is about. For example: “Monthly sales data from January to June, organized by product category.” This gives users a quick idea of what to expect before diving in.
• Now, onto forms. Every form field — text boxes, checkboxes, dropdowns — should have a clear label that tells users what to do. This isn’t just for screen reader users. When fields are clearly labeled, everyone has a smoother time.
• Tab order is also key. When someone presses the Tab key to move through a form, the cursor should follow a logical flow — top to bottom, left to right. Don’t leave users guessing where to go next.
• Place form instructions inline, not as floating footnotes or side notes. A quick “Enter your email address” above the form field is better than a vague “See instructions on page 2.”

Done right, tables and forms become powerful, user-friendly tools — not barriers. Simplicity, structure, and smart labeling go a long way in making your content truly accessible.

8. Navigation & Interactivity

Even a beautifully written PDF can frustrate users if they can’t get around easily. For people using screen readers or keyboard navigation, the right navigation tools are essential. Fortunately, making your PDF easy to explore just takes a few smart steps.

• First up: bookmarks. If your PDF is more than a few pages long, create bookmarks for major sections. These appear in the sidebar and act like a table of contents — readers can jump to the exact spot they need without scrolling endlessly.
• Then there’s internal linking. Add clickable links within the document, like “Return to top” or “Jump to Section 3.” These anchors help all users — especially those with mobility limitations — move through the PDF faster.
• Of course, don’t forget the classic table of contents. But don’t just list the sections — make it interactive. Each heading in the TOC should link directly to that page or section. It’s a small touch that makes a big difference.
• For PDFs with forms or buttons, test for keyboard navigation. Can you tab through checkboxes, text fields, and buttons in a logical order? If not, go back and adjust the tab flow. Users should never be stuck or forced to use a mouse.
• Labels matter, too. Buttons like “Submit” or “Print” should say exactly what they do. Avoid vague labels like “Click here.” And make sure your controls — checkboxes, radio buttons, dropdowns — are clearly visible and easy to activate with both mouse and keyboard.
• One more tip: make sure your interactive features work offline and across different PDF readers. Not every user will open your file in Adobe Acrobat. Test it in Preview, browser-based readers, or mobile apps to ensure consistent performance.

With a few thoughtful tweaks, your PDFs become more than documents — they become intuitive, interactive experiences for every reader.

9. Testing Your PDF for Accessibility

Creating an accessible PDF is only half the job — the other half is testing it properly. Fortunately, a mix of automated tools and manual checks can help ensure your file works for everyone.

Start with accessibility checkers. These scan your PDF for common issues like missing tags, unlabeled images, or poor contrast. Good tools include:

• Adobe Acrobat Pro’s Accessibility Checker — built right into Acrobat.
• PAC 3 (PDF Accessibility Checker) — a free tool for checking against PDF/UA standards.
• CommonLook PDF Validator — great for detailed testing and compliance reports.

While these tools are helpful, they’re not perfect. That’s where manual testing comes in. Try tabbing through the PDF using your keyboard. Can you move logically from section to section and form field to form field?

Next, open your PDF with a screen reader like NVDA (free) or VoiceOver (Mac). Listen carefully: Does it read in the correct order? Does it announce headings, alt text, and buttons correctly?

Use a quick checklist to review the essentials:

• Are all text elements properly tagged?
• Do all images have alt text?
• Are headings and bookmarks in place?
• Is the contrast sufficient?
• Can all forms be completed using just a keyboard?

And here’s a bonus tip: don’t just test on your computer. Open your PDF on a mobile device or tablet. Many users rely on phones to access information — especially those using assistive tech. If your document breaks or becomes unreadable, it’s time for adjustments.

Testing might sound tedious, but it’s what separates a decent PDF from an excellent, inclusive one. A few extra minutes of checking can make a world of difference for someone who depends on accessible design.

10. FAQs

Q: Do I really need to make every PDF accessible?

A: If it’s meant for the public or your customers, yes. Accessibility isn’t just for compliance — it’s about making your content usable for everyone, including people with disabilities.

Q: What’s the easiest way to start?

A: Begin with your source document (Word, InDesign, etc.). Use headings, styles, and alt text before converting to PDF. Then use a tool like Zacedo or Adobe Acrobat to fine-tune.

Q: What if my PDF has tons of images or charts?

A: Use alt text for each image, or provide summaries. For complex visuals, include explanations in nearby body text. If the graphic is decorative, mark it so screen readers can skip it.

Q: Are fillable forms really accessible?

A: They can be! Just be sure to label every field clearly and set a logical tab order. Don’t forget to test it with keyboard navigation and screen readers.

Q: Is mobile accessibility different?

A: Not really — but it’s often overlooked. Make sure your text is large enough, buttons are tap-friendly, and layout doesn’t break on small screens.

Q: How does Zacedo help?

A: Zacedo streamlines the entire process — tagging, labeling, alt text, tab order, and more. Plus, it suggests improvements and previews your file across devices.

11. Better Access, Broader Reach

Creating accessible PDFs isn’t just the right thing to do — it’s the smart thing to do.

When your documents are designed for all users, including those with visual, cognitive, or mobility challenges, you unlock a wider audience. You remove digital roadblocks. You show that your brand cares.

Accessibility is not just about ticking legal boxes — it’s about clear, inclusive communication. And the best part? An accessible PDF benefits everyone. Cleaner layouts, better navigation, readable text — who doesn’t want that?

With tools like Zacedo, making an accessible PDF isn’t hard or time-consuming. It’s intuitive, efficient, and future-ready. You can tag, test, and transform your documents without needing to be a tech wizard.

The digital world should be open to everyone. When you choose inclusive design, you’re building bridges, not barriers.

So here’s the big idea: accessible PDFs = better communication, stronger reach, and a more inclusive brand.

Let’s design with purpose. Let’s make sure no one is left behind.