Zacedo

1. Introduction

“Did you know your perfectly designed PDF might be impossible to read for someone using a screen reader?”

While your marketing flyer or company brochure may look sharp, it could be a complete dead-end for users who rely on assistive technologies. That’s where PDF accessibility comes in—ensuring that your content is readable, navigable, and usable for everyone, regardless of ability.

So, what is accessibility in the context of PDFs? Simply put, it’s about designing and structuring your documents in a way that allows screen readers, keyboard navigation, and other assistive tools to interpret and relay content correctly. That means using readable fonts, tagging headings, adding image descriptions, and ensuring logical reading order.

Beyond being the right thing to do, accessible PDFs are a legal requirement in many industries and countries. Laws like the Americans with Disabilities Act (ADA), Section 508 in the U.S., and WCAG (Web Content Accessibility Guidelines) globally, mandate accessibility for digital documents—failure to comply can lead to lawsuits or fines.

But the benefits go beyond compliance. Accessible PDFs offer a better user experience for all readers, can improve SEO, and help your content reach a wider, more diverse audience.

In this article, we’ll walk you through why accessibility matters, how to audit and fix your PDFs, which tools to use, and what best practices to follow—whether you’re a designer, marketer, or content creator.

2. Why PDF Accessibility Matters

Accessibility isn’t just a checklist item—it’s a core component of inclusive communication. When you create accessible PDFs, you’re ensuring that everyone, including people with visual, cognitive, or motor impairments, can access and engage with your content.

For example, screen readers rely on proper text structure and tagging to interpret your content. Without these, your document might be read in a confusing or meaningless order—or skipped altogether. Keyboard users need clear, logical navigation, while those with color blindness may miss key information if you rely solely on color cues.

Beyond inclusivity, accessibility is a matter of legal compliance. In the U.S., organizations must follow Section 508 standards for federal documents and ensure digital communications meet ADA (Americans with Disabilities Act) requirements. Globally, WCAG (Web Content Accessibility Guidelines) provide a widely adopted benchmark. Failure to comply can lead to lawsuits, penalties, or damaged reputations.

There’s also a business case: accessible PDFs are easier to read and navigate for everyone, improving user experience across the board. Plus, search engines can index properly tagged content more effectively—giving your documents a slight SEO edge and making them easier to find online.

Most importantly, accessible documents allow your message to reach a broader audience, including the millions of people who use assistive technologies daily. Inaccessible PDFs, on the other hand, can shut out these users entirely—sending the unintentional message that their needs weren’t considered.

By making your PDFs accessible, you’re not only meeting legal standards—you’re showing that your brand values equity, empathy, and user-first design.

3. Common Accessibility Barriers in PDFs

Creating accessible PDFs often starts by understanding the most common mistakes. These issues can render documents unusable for people relying on screen readers, keyboard navigation, or other assistive technologies.

• One of the most frequent problems is images without alt text. When an image lacks a description, screen readers can’t convey its content, leaving blind or visually impaired users without context. Every image—especially those conveying important information—should include concise, meaningful alternative text.
• Another common barrier is an improper heading structure. If headings aren’t correctly tagged (like using H1, H2, H3, etc.), screen readers can’t navigate the document easily. This forces users to read through everything linearly, which is frustrating and inefficient.
• Many PDFs also suffer from having no document tagging at all. Tags are the backbone of accessibility in PDFs, telling assistive tech what is a paragraph, heading, list, or table. Without them, the document is essentially a blank slate to a screen reader.
• Some PDFs are created as scanned images or flattened text, which makes the content unselectable and unreadable by assistive tools. Users can’t search, highlight, or have the text read aloud.
• Poor color contrast and reliance on color to communicate meaning are also issues. Users with low vision or color blindness may miss key points entirely. Lastly, missing metadata, such as document title and language settings, can affect how content is processed and understood by screen readers.

Avoiding these barriers is the first step toward creating inclusive, compliant, and user-friendly PDFs.

4. Characteristics of an Accessible PDF

An accessible PDF is thoughtfully designed to ensure that all users, including those with disabilities, can read, navigate, and interact with the content effectively. This involves incorporating specific structural and visual features into the document.

• At the core of accessibility is a well-organized tag structure. Each element in the PDF—headings, paragraphs, lists, tables—should be properly tagged. This helps screen readers interpret the hierarchy and content flow, allowing users to jump between sections just as a sighted person would visually.
• Alternative text (alt text) for images is essential. Every informative image should have a description that explains its purpose or content. Decorative images can be marked as such to be skipped by assistive tech.
• The text itself must be readable and selectable. This means avoiding scanned or image-based text and instead using live, searchable text. This allows users to select, copy, and have content read aloud accurately.
• PDFs should also include bookmarks and a logical reading order, especially in long or complex documents. This ensures smooth navigation and a coherent experience for users relying on screen readers or keyboard navigation.
• Another key feature is setting the document language in the metadata. This helps screen readers pronounce the text correctly. Similarly, tables must be structured with clear headers and simple layouts so assistive tools can interpret them.
• Finally, visual design matters. Use high-contrast color schemes, legible fonts, and avoid relying on color alone to convey meaning. These adjustments improve accessibility for users with low vision or color blindness.

Together, these features form the foundation of an accessible PDF—one that meets both legal standards and user expectations.

5. Tools to Create and Check Accessible PDFs

Creating accessible PDFs doesn’t require starting from scratch—it’s about using the right tools and features during both the creation and review process. Thankfully, there are many user-friendly options available.

5.1. Creation Tools

• Adobe Acrobat Pro is the most powerful tool for creating and remediating PDFs for accessibility. It allows you to add tags, alt text, set reading order, and run accessibility checks. It’s ideal for professionals who need precision and full control.
• Microsoft Word and PowerPoint are more accessible than many realize. When used properly—with built-in heading styles, alt text, and proper table formatting—files exported as PDFs will retain much of their accessibility. Both apps also feature a built-in Accessibility Checker that flags common issues before export.
• Google Docs users can add accessibility with the help of third-party extensions like Grackle Docs or use tools like EquatIO for accessible math content. However, PDFs exported from Google Docs often require manual fixes in Adobe Acrobat to meet full compliance.
• Canva is great for visual design, but it lacks robust accessibility features. PDFs from Canva often need manual remediation—such as adding tags and alt text in Acrobat—before they can be considered accessible.

5.2. Accessibility Checkers

Once a PDF is created, it’s essential to test it for accessibility. Adobe Acrobat Accessibility Checker provides detailed reports and suggestions for improvement. It’s an industry standard for professionals.

• PAC 3 (PDF Accessibility Checker) is a free Windows tool that offers an in-depth look at PDF structure and compliance with PDF/UA and WCAG standards. It’s widely trusted for accuracy.
• CommonLook PDF Validator is a high-level checker for enterprise users, offering advanced remediation and compliance checks.
• axe DevTools, known for web accessibility testing, also offers support for PDFs within broader audits, helping teams maintain consistent accessibility across formats.

Using these tools in combination ensures your PDFs are not only beautifully designed but also fully accessible to every user.

6. Step-by-Step Guide to Creating an Accessible PDF

Scenario: Creating a PDF from a Word document

Creating an accessible PDF doesn’t have to be overwhelming—especially when starting with a well-formatted Word document. By following a few key steps, you can build accessibility directly into your workflow and avoid the need for extensive manual remediation later.

1. Use proper heading styles (H1, H2, etc.):

Start by applying Word’s built-in heading styles. These aren’t just for appearance—they create the structure that screen readers rely on to navigate. Use Heading 1 for your main title, Heading 2 for section titles, and so on. Avoid just bolding text to simulate headings.

2. Add alt text to images:

For every informative image—like charts, logos, or diagrams—right-click and select “Edit Alt Text.” Describe the image concisely, focusing on the essential message it conveys. For decorative images, mark them as decorative.

3. Use accessible table formatting:

When inserting tables, keep the layout simple. Avoid merged cells and nested tables. Use the “Header Row” option to identify column headings, which helps screen readers make sense of the content.

4. Use lists instead of manual formatting:

Always use Word’s bulleted or numbered list features instead of manually typing dashes or numbers. This ensures that the list structure is recognized by assistive technologies.

5. Set the document language and title:

Before exporting, go to “File” > “Info” > “Properties” and set the title. Then under “Review” > “Language,” select the correct document language. This ensures proper pronunciation and display in screen readers.

6. Export to tagged PDF:

When saving your file, choose “Save As” > “PDF” and make sure “Best for electronic distribution and accessibility” or “Document structure tags for accessibility” is checked. This retains your headings, alt text, and other structural elements.

7. Check with accessibility checker:

Use Word’s built-in Accessibility Checker (under “Review” > “Check Accessibility”) to catch issues like missing alt text or improper table formatting. Fix anything flagged before moving on.

8. Fix detected issues manually in Adobe Acrobat:

After exporting, open your PDF in Adobe Acrobat Pro and run the Accessibility Checker. Any remaining issues—such as reading order or incorrect tags—can be manually adjusted using Acrobat’s tools.

By taking these steps, you create a document that’s not only visually polished but also inclusive and compliant with accessibility standards.

7. Designing for Visual and Cognitive Accessibility

When designing content, it’s important to think beyond aesthetics. For people with visual or cognitive impairments, even small design decisions can make a big difference in comprehension and usability. A few thoughtful choices can ensure your content is both accessible and user-friendly.

• Use clear, legible fonts—ideally sans-serif fonts like Arial, Calibri, or Verdana. These fonts are easier to read for users with dyslexia or visual impairments. Avoid overly decorative fonts or using all capital letters, which can reduce readability.
• Choose high-contrast color palettes. Text should have a strong contrast against its background—think black text on a white background or white text on navy blue. Low-contrast combinations like light gray on white can make content difficult or impossible to read for users with low vision.
• Avoid flashing or moving content, as it can trigger seizures or disorient users with cognitive conditions. PDFs should remain static and free from distracting motion elements.
• Break content into short, digestible sections. Use headers, bullet points, and white space to separate ideas. Dense blocks of text can overwhelm users and make it harder to find information.
• Finally, use simple, clear language and a consistent layout throughout your document. Predictability helps users understand and navigate content more easily, especially those with learning disabilities or cognitive challenges.

Designing for accessibility means designing for everyone—these practices improve the experience for all readers.

8. Best Practices for Interactive PDFs (Forms, Buttons, Links)

Interactive PDFs offer engaging features like forms, buttons, and hyperlinks—but to be truly accessible, these elements must be designed with usability in mind. Poorly implemented interactivity can create barriers for people using screen readers or navigating with keyboards.

• Start by clearly labeling form fields. Every input—whether it’s a text field, checkbox, or dropdown—should have a label that describes its purpose. For example, instead of just “Name,” use “First Name” or “Full Name” depending on the expected input. Labels must be programmatically associated with the fields, not just visually placed nearby.
• Use a logical tab order so users can navigate through fields in the intended sequence using the Tab key. Jumping erratically between form elements can confuse or frustrate users relying on keyboard navigation.
• All buttons should include descriptive text. Rather than labeling a button simply “Submit,” use something more specific like “Submit Application” or “Download Form.” This helps users understand what action the button will perform.
• When inserting links, ensure the link text makes sense out of context. Avoid vague phrases like “Click here” or “Read more.” Instead, use descriptive phrases like “Download the accessibility checklist” or “Read our guide to inclusive design.”
• Finally, avoid relying solely on JavaScript-based actions. Some users or devices may not support JavaScript, and actions triggered this way may not be accessible. Always provide fallback options or use standard PDF actions where possible.

Designing accessible interactive elements ensures your PDFs are usable by everyone—regardless of how they access them.

9. How to Test Your PDF for Accessibility

Testing your PDF is a crucial step to ensure accessibility. While automated tools are a great starting point, manual testing is essential for complete verification.

• Begin with automated accessibility checks using tools like Adobe Acrobat’s Accessibility Checker or PAC 3 (PDF Accessibility Checker). These tools analyze your PDF for tagging, reading order, alt text, color contrast, and document structure. They flag common issues and provide suggestions for fixes.
• Next, perform a manual screen reader test. Use popular screen readers like NVDA (free) or JAWS to listen to how your document is read aloud. This helps identify problems like missing labels, confusing navigation, or text read out of sequence.
• Check the reading order and tag structure by using the “Reading Order” tool in Adobe Acrobat or similar tools in PAC 3. Ensure that headings, lists, and paragraphs are correctly tagged and logically sequenced.
• Don’t forget to verify metadata—including document title, language, and subject—which helps assistive technologies interpret content correctly. Also, confirm that alt text is present and meaningful for all images.
• Finally, test navigation and interactivity, ensuring that buttons, links, and forms function properly with a keyboard and screen reader. Comprehensive testing ensures your PDF is truly inclusive and compliant.

10. FAQs

What is a tagged PDF?

A tagged PDF includes a hidden layer of structural information that defines the document’s logical reading order. These tags help screen readers and other assistive technologies interpret headings, paragraphs, lists, tables, and images, making the content accessible to all users.

Can I make scanned PDFs accessible?

Yes, but it requires extra steps. Scanned PDFs are typically image-based, so the text is unreadable by screen readers. To fix this, use OCR (Optical Character Recognition) in tools like Adobe Acrobat Pro to convert images into searchable text. After OCR, you’ll need to add tags, alt text, and check the structure manually.

How do screen readers interact with PDFs?

Screen readers convert the PDF’s tagged content into speech or braille. They rely on the document’s tag structure, heading levels, alt text, and reading order. If a PDF lacks proper tagging, screen readers will struggle to interpret or navigate the content.

What’s the easiest tool to create accessible PDFs?

Microsoft Word is one of the easiest tools for beginners. It offers built-in heading styles, list formatting, alt text features, and an accessibility checker. When exported correctly, Word documents retain much of their structure in the PDF. For designers, Canva can be used, but manual accessibility fixes are usually needed afterward in Adobe Acrobat.

Are accessible PDFs legally required?

Yes, in many regions. Regulations such as the ADA (Americans with Disabilities Act), Section 508, and WCAG guidelines require digital documents—including PDFs—to be accessible, especially in education, government, and business sectors.

Can I test accessibility without Adobe Acrobat?

Absolutely. Free tools like PAC 3, axe DevTools, and screen readers like NVDA allow you to test and evaluate your PDFs without using Adobe Acrobat. However, Acrobat remains the most comprehensive tool for fixing issues.

11. Conclusion

PDF accessibility is no longer optional—it’s essential. From legal compliance to improved user experience, making your PDFs accessible ensures that everyone, regardless of ability, can interact with your content. Whether you’re creating a form, a brochure, or a pitch deck, inclusive design opens the door to a wider audience and demonstrates your commitment to digital equality.

As you’ve seen, building accessibility into your workflow isn’t as daunting as it may seem. With the right tools, thoughtful planning, and some extra attention to detail, you can create professional, compliant, and user-friendly PDFs that everyone can access.

Ready to get started? Pick one of your existing documents and run it through an accessibility checker. Or try building your next flyer or whitepaper with headings, alt text, and contrast in mind. With each accessible PDF you create, you’re not just meeting standards—you’re making a difference.

Start designing with inclusivity in mind. Your audience—and your brand—will thank you.