Zacedo

1. PDFs Shouldn’t Be a Barrier

PDFs are ubiquitous in today’s digital world — used for everything from educational materials and HR documents to tax forms and user manuals. They’re loved for their ability to preserve formatting and be easily shared across devices. However, there’s a significant issue: many PDFs remain inaccessible to some users.

For individuals who rely on screen readers, keyboard navigation, or other assistive technologies, a poorly structured PDF can be a major barrier. Missing alt text, confusing layouts, and low-contrast visuals create frustrating, often impossible, reading experiences. This is especially problematic in a society where digital communication is ever-growing. Whether you’re a teacher, business owner, designer, or government body, it’s essential that your content is accessible to everyone.

The good news? Ensuring PDF accessibility is simple once you know what to prioritize. Accessibility doesn’t mean sacrificing design or adding an overwhelming amount of extra work. With a few key adjustments, you can make sure your PDFs are readable and navigable for everyone.

In this guide, we’ll walk you through the most common accessibility issues found in PDFs and provide practical solutions for improving them. When your PDFs are accessible, your message can reach a wider audience — and that’s a win for everyone.

2. What is PDF Accessibility and Why It Matters

PDF accessibility means creating documents that everyone can read, navigate, and understand — regardless of their physical, sensory, or cognitive abilities. It’s about making sure people using screen readers, keyboard-only navigation, or assistive technologies can interact with your content just as easily as anyone else.

Imagine someone with low vision who needs a screen reader to access your report. Or a person with limited mobility who can’t use a mouse and depends entirely on a keyboard. Someone who is neurodivergent might rely on consistent headings and simple layouts to stay focused. PDF accessibility ensures your document works for all these users — and more.

This isn’t just a thoughtful gesture; it’s often a legal requirement. Laws and standards like the Americans with Disabilities Act (ADA), Section 508, and the Web Content Accessibility Guidelines (WCAG) 2.1 mandate digital accessibility. Ignoring these can result in legal consequences — and missed connections with valuable audiences.

But beyond the legal box-checking, accessible PDFs are simply better documents. Clear structure, descriptive alt text, logical reading order, and high-contrast visuals benefit everyone. Mobile users navigating on small screens, older adults with changing vision, and even people in low-bandwidth areas all gain from accessible design.

There are also strategic advantages. Accessible PDFs can improve your search engine optimization (SEO), strengthen your brand’s reputation for inclusivity, and help you reach broader markets. Whether you’re sharing course materials, marketing content, public resources, or internal communications, accessible design makes your message stronger and more shareable.

Ultimately, accessibility isn’t a limitation — it’s an opportunity. It’s a way to make your PDFs more effective, more inclusive, and more human. Because when everyone can access your content, everyone benefits.

3. Pitfall #1: Missing or Incorrect Tagging

Think of PDF tags as the unseen framework that gives your document shape and meaning. While invisible to most users, these tags are vital for people using screen readers or other assistive technologies. They provide the structure that helps those tools interpret your content correctly — ensuring it’s not just readable, but understandable and navigable.

Tags indicate what each part of your document is. Is that bolded sentence a heading or just emphasized text? Is that a list of items or a block of unrelated sentences? Without proper tags, screen readers interpret everything as one long stream of undifferentiated text — confusing and inaccessible for the user.

One of the most common — and serious — accessibility mistakes is having no tags at all. This often happens in scanned PDFs, which are essentially just flat images with no underlying structure. Other frequent errors include tagging elements in the wrong order, skipping heading levels (like jumping from H1 to H4), or relying on formatting (bold, italics, font size) instead of using proper semantic tags that screen readers can understand

The good news? These problems are fixable.

• Start with accessibility tools like Adobe Acrobat Pro or Zacedo. These programs can analyze your document for missing or misused tags and allow you to apply or edit tags manually. Always follow a logical hierarchy, much like HTML: use H1 for your main title, H2 for major sections, and H3 for subsections — in proper order without skipping levels. This creates a clear, navigable flow for assistive tech users.
• If you’re converting a document from Word or HTML, use built-in heading styles. These styles usually convert directly into tagged PDFs, making the process easier and more reliable.
• Lastly, run your PDF through accessibility checkers like Adobe Acrobat’s built-in tool or PAC 3. These will quickly identify structural issues so you can make corrections.

Proper tagging transforms a PDF from a flat document into an inclusive, user-friendly experience. It’s more than a technical requirement — it’s the key to making your content truly accessible for all.

4. Pitfall #2: Images Without Alt Text

Images may be worth a thousand words — but only if those words are made accessible to everyone. For individuals using screen readers, images themselves are invisible. They rely entirely on alt text (alternative text) to understand what the image represents. Without it, essential content can be completely lost to users with visual impairments.

Think about what’s often included in a PDF: logos, product images, diagrams, charts, infographics, and instructional visuals. These aren’t just decorative — they’re core parts of the message. If they’re left without alt text or simply labeled “image” or “graphic,” it’s like handing someone a book with blank pages. It’s a major barrier to understanding.

The good news? Adding meaningful alt text is straightforward — and powerful.

Using tools like Adobe Acrobat or Zacedo, you can add or edit alt text for each image in your PDF. Your descriptions should be concise but informative. For example:

Do say: “Bar chart showing monthly website traffic from January to June 2025.”

Don’t say: “Image of a chart” or “Picture.”

Avoid starting with “Image of…” or “Graphic showing…” — screen readers already identify the content type. Instead, focus on what the image communicates. For visuals with detailed data, such as graphs or complex diagrams, include a short alt text and then explain the data in nearby body text or add a summary below the image.

Some images are purely decorative — like borders, flourishes, or visual icons used for aesthetic balance. These don’t need to be described. Instead, mark them as decorative so they’re skipped by screen readers, helping users navigate efficiently without unnecessary clutter.

Alt text may seem like a small addition, but it has a massive impact. It turns silent visuals into part of the story, giving users equal access to information. When you describe your images with care, your PDFs become more than documents — they become inclusive experiences.

5. Pitfall #3: Poor Color Contrast and Font Choices

Ever tried deciphering pale gray text on a white background? Or struggled to read a 9pt italicized script font? For many users — especially those with low vision, dyslexia, or other visual and cognitive challenges — these design choices turn your PDF into a frustrating puzzle.

Poor contrast and unreadable fonts are among the most common accessibility pitfalls in document design. While they might look sleek or artistic, they often compromise the readability of your content — and that means some readers may miss your message entirely.

Here’s what to avoid:

• Low color contrast causes text to fade into the background, making it difficult to read, especially for users with visual impairments or color blindness.
• Overly decorative or stylized fonts can be confusing or unrecognizable, particularly for those with dyslexia or cognitive processing challenges.
• Tiny text sizes, excessive use of italics, or large blocks of ALL CAPS? These are a recipe for eye strain and disengagement.

Fortunately, improving readability is simple — and highly effective.

• Prioritize high contrast between text and background. Use tools like the WebAIM Contrast Checker to ensure your combinations meet the recommended 4.5:1 contrast ratio for normal text and 3:1 for large text.
• Stick to clean, sans-serif fonts such as Arial, Verdana, or Calibri. These fonts are widely recognized for their clarity and legibility across devices and screen sizes.
• Use font sizes of 12pt or larger to ensure comfortable reading — especially on mobile devices or when zooming is limited.
• Avoid long sections in all caps and limit the use of italics. Both styles can disrupt the reading flow and lower comprehension.

Designing with accessibility in mind doesn’t mean sacrificing creativity. It means ensuring your design works for everyone. When you choose readable fonts and colors, you’re not just making a document look good — you’re making it usable, inclusive, and respectful of all your readers’ needs.

Because good design isn’t just beautiful — it’s accessible.

6. Pitfall #4: Inaccessible Tables and Forms

Tables and forms are incredibly useful in PDFs — they organize information, collect data, and simplify complex layouts. But without proper accessibility, they can quickly become confusing obstacles for users relying on screen readers or keyboard navigation. What looks like a neat grid or a clean form to some can turn into a disjointed, unreadable mess for others.

Let’s start with tables. Most assistive technologies, including screen readers, read documents from left to right and top to bottom — line by line. If your table includes merged cells, multiple header rows, or nested tables without clear markup, the logical structure breaks down. Screen readers won’t know which data belongs to which headers, turning important information into a guessing game.

To make tables accessible:

• Use header rows, and define them clearly with scope attributes (like “row” or “column”). This tells screen readers how to associate headers with data cells.
• Avoid merged or split cells, which can confuse the structure and disrupt navigation.
• Keep tables simple and straightforward. If your data is complex, provide a summary that explains how to interpret it.

Forms can be even more challenging. If fields aren’t labeled or placed in a logical order, users may have no idea what to enter or how to complete the form. For screen reader users, every unlabeled field is a missed opportunity for understanding.

To improve form accessibility:

• Label every form field — including text boxes, checkboxes, radio buttons, and dropdown menus. The label should clearly state what information is required.
• Set a logical tab order, allowing users to navigate through the form using the keyboard in a smooth, predictable sequence.
• Place instructions or hints close to the form fields, not in a separate section. This ensures users see relevant guidance exactly when they need it.

Tools like Adobe Acrobat Pro and Zacedo make it easier to tag headers, set field labels, and check for logical order.

Accessible tables and forms aren’t just about legal compliance — they’re about creating a document that works for everyone. When your PDFs are built with structure and clarity, you turn complicated content into an inclusive, user-friendly experience.

7. Pitfall #5: Non-Descriptive Link Text and Navigation Issues

Imagine using a screen reader and hearing a string of links that all say “Click here.” Click where? For what? It’s like being handed a GPS with no destinations marked — confusing, frustrating, and completely unhelpful.

Vague link text is one of the most common accessibility issues in PDFs. Users who rely on assistive technologies often navigate documents by jumping from one link to the next. When every link says “Click here” or “Read more,” there’s no context to help them make informed decisions. It’s not just inconvenient — it’s a barrier to access.

The fix is easy: make your link text descriptive. Instead of generic prompts, use text that clearly explains the link’s purpose. For example:

• “Download the 2025 Accessibility Guide”
• “View our Webinar Schedule”
• “Explore Inclusive Design Best Practices”

Descriptive links benefit all users, not just those using screen readers. They improve usability, scannability, and overall comprehension.

But navigation doesn’t stop with links. Another major issue in PDFs is the lack of document structure. Long, text-heavy PDFs with no bookmarks, headings, or table of contents force users to scroll endlessly. For those using keyboard navigation or screen readers, this is especially challenging.

Here’s how to make your PDFs easy to navigate for everyone:

• Add bookmarks and a clickable table of contents. Use tools like Adobe Acrobat or Zacedo to insert section anchors and bookmarks that mirror your document structure. These allow users to jump directly to relevant sections with ease.
• Use proper heading tags (H1, H2, H3, etc.) to define sections and hierarchy. This helps screen readers understand and announce the structure clearly.
• Support keyboard navigation. Ensure that all links, form fields, and buttons can be accessed using just the Tab and Enter keys. Don’t trap users with interactions that require a mouse.

Good navigation isn’t just about ticking compliance boxes — it’s about creating a respectful, intuitive experience for everyone. When people can understand where they’re going and how to get there, they’re far more likely to stay engaged. That’s not just accessible — that’s smart design.

8. Pitfall #6: Uncompressed or Oversized Files

Let’s face it — no one enjoys waiting for a massive PDF to load. But for users relying on assistive technologies, mobile data, or older devices, a bulky file isn’t just frustrating — it can be completely inaccessible.

Oversized PDFs slow down screen readers, freeze on mobile devices, and may even crash or fail to open at all. Imagine needing quick access to a two-page HR policy and being forced to download a 100MB file just to get there. Not exactly a great user experience.

The good news? You can slim down your PDFs without sacrificing design, clarity, or accessibility.

Here’s how to lighten the load:

• Compress smartly. Use tools like Zacedo Compress or Adobe Acrobat’s PDF Optimizer to reduce file size while preserving visual quality. These tools can downsample large images and remove redundant data without affecting readability.
• Split large documents. If your PDF covers multiple topics or chapters, consider breaking it into smaller, focused files. This makes it easier for users to download only what they need — saving time and bandwidth.
• Eliminate unnecessary content. Remove unused fonts, duplicate or decorative images, and blank pages. Flatten complex layers or visual effects if they’re not essential — especially in design-heavy files.
• Reduce image resolution where appropriate. For example, internal reference images don’t need to be 300 DPI — 150 DPI often works perfectly for on-screen viewing.
• Avoid embedding large multimedia files (like high-res video or audio). If needed, link to them externally instead.

A smaller file doesn’t just enhance accessibility — it improves overall usability. It opens faster, responds quicker to commands, and ensures a smoother experience for all users, including those with limited bandwidth or older hardware.

Optimizing your PDF’s size shows respect for your readers’ time, data plans, and devices. It ensures your content is available and functional for the widest possible audience — which is exactly what accessible design is all about. Because when your file works everywhere, your message does too.

9. FAQs

Q: Do all PDFs need to be accessible?

Yes — especially if your document is public-facing, used in education, government, or business. Even internal documents should be accessible to ensure inclusivity for all employees and users.

Q: Isn’t accessibility only required by law for certain industries?

While legal mandates like ADA, Section 508, and WCAG 2.1 apply to specific sectors, accessibility is becoming the norm across all industries. It’s not just about compliance — it’s about good communication.

Q: What tools can I use to test my PDF?

Try Adobe Acrobat Pro, PAC 3, or Zacedo’s built-in accessibility checker. These tools help you scan for missing tags, contrast issues, reading order problems, and more.

Q: What’s the easiest way to make a PDF accessible?

Start with a structured source file — like a properly formatted Word doc or HTML. Then export to PDF and fine-tune using a tool like Zacedo, which automates tagging, adds alt text prompts, and suggests readability improvements.

Q: Can I fix an old or scanned PDF?

Yes! Use OCR (Optical Character Recognition) tools to convert scanned images into readable text. Then add tags, alt text, and structure manually or with Zacedo’s suggestions.

Q: Who benefits from accessible PDFs?

Everyone — not just users with disabilities. Clear navigation, readable text, and efficient design improve the experience for mobile users, multitaskers, aging audiences, and even search engines.

10. Accessibility is Inclusion

Let’s be honest — most people don’t set out to create inaccessible PDFs. But the truth is, without intentional design, many documents leave readers behind.

An accessible PDF isn’t just about ticking legal boxes — it’s about respecting your audience. Whether someone is using a screen reader, navigating by keyboard, or reading on a phone, they deserve equal access to your content.

The good news? You don’t have to be a tech expert to make a difference. Tools like Zacedo simplify the process, guiding you through tagging, alt text, readability, and layout — all with accessibility in mind.

More and more businesses, schools, nonprofits, and governments are recognizing that accessibility is inclusion. When your documents are built for everyone, they reach more people, perform better, and reflect a more inclusive brand identity.

So don’t let your message get lost in unreadable files or clunky design. Make accessibility part of your content strategy from day one. It’s not just the right thing to do — it’s the smart thing to do.

Every user matters. Every word counts. Let’s open the page to everyone.