Accessible PDFs

Making Adobe Acrobat PDFs accessible can be a daunting task if the source for that PDF was not authored with accessibility in mind.  For that reason, you will not find this is a complete article on how to make a PDF accessible, but rather a best practice approach.  Future articles will go into more detail on specific topics, but this will be a good launch pad for creating accessible PDF files. 

If it helps, you can also download/view the remediated PDF example that is attached to this knowledge base article.

Source is King

Typically, most PDF documents began as another file format, like a Word Document, PowerPoint Presentation, HTML page, InDesign file, etc.  If these source files were structured with Accessibility in mind, then most, if not all of the work will carry over to your PDF file.  Conversely, if your source file is garbage, then the PDF conversion will only yield garbage, but in a PDF file.  Also, the PDF conversion must performed within Adobe Acrobat DC or with the PDF Maker Add-In, which will be discussed in the next section.

For detailed instructions on Creating an Accessible Word Document, click here (full URL: https://nic.teamdynamix.com/TDClient/KB/ArticleDet?ID=47812)

Below are some general tips for ensuring your source file is accessible:

1. Use Headings to break up your content sections and do not skip the ascension of headings (i.e., H1, H4)--start with Heading 1 and sequentially step up through your headings (i.e., H1, H2, H3, H4, H2, H3, H4, H5, H6, H2).
   A great analogy to headings is that of navigating a 5-story firehouse.  We only encounter the front-door once, so that will be our heading 1.  In order to get from the ground-floor (heading 2), up to the roof (heading 6), one would need to sequentially ascend to each floor.  However, if there was an emergency, one could go from the roof (heading 6) back down to any floor via the fireman's pole. 
2. Make sure all of your images have alt text.
3. Ensure that your tables have column headings, and/or row headings, if applicable:

   Table Example with Column and Row Headings

   Color	Fruit	Vegetable
   Yellow	Bananna	Corn
   Red	Strawberry	Tomato

4. Make sure you are using numbered or bulleted (unordered) lists, instead of creating lists from excessive spaces and tabs.
5. Resolve accessibility issues with the source program's built-in accessibility tool.  For example, Word, PowerPoint and Excel use Accessibility Checker under the Review menu.
6. Create your PDF file one of the following two methods:
   1. In Word, PowerPoint and Excel, go to the Acrobat tab in the top menu > click Create PDF and follow the process of saving your PDF. 
      
      This process will often yield the best result.
   2. In Acrobat DC, go to File > Create > PDF from file... > locate your source file > follow the steps for saving your PDF.
      Note: Creating a PDF via the Print command will not yield an accessible PDF.

Verify Accessibility of Your PDF in Acrobat DC

1. Open your PDF in Adobe Acrobat DC (not Acrobat DC Reader).
2. Evaluate Tags in your PDF document - In the top menu, click on View > Show/Hide > Navigation Panes > Tags.
   
   
   Note: If your tags pane is completely empty, you can let Acrobat DC Autotag your PDF (under Tools > Accessibility > Autotag Document).  As of January, 2024, the Autotag Document feature of Acrobat DC is still questionable, but can still do an accurate job tagging a simple PDF.  Just like Chat GPT, if you use this tool, then you should still follow the stops below to verify the tags within your PDF are accurate.
    
   1. Click through the tags from top to bottom, to verify the order is logical (left to right, top to bottom):
      
       
   2. Remove Tags that are attributed to empty characters:
      
       
   3. If any tags are ordered incorrectly, you can click and drag tags to their correct location within the tag panel.
   4. Repeat steps 1-3 until you can visually verify that tags are going in a logical order from left to right, top to bottom and that there are no tags for empty characters or spaces.
   5. Next, Evaluate the reading Order in your PDF document - In the top menu, click on View > Show/Hide > Navigation Panes > Order.
   6. Just like the Tags, you want to click through the reading order from top to bottom, to verify the order is logical (left to right, top to bottom):
      
   7. Remove Objects that are attributed to empty characters:
      
   8. If any objects are ordered incorrectly, you can click and drag the reading order objects to their correct location within the Order panel.
   9. Repeat steps 6-8 until you can visually verify that object are going in a logical order from left to right, top to bottom and that there are no objects for empty characters or spaces.
   10. Save your PDF.
   11. Perform the Accessibility Check by navigating to Tools > Accessibility > Accessibility Check.
       1. Correct any errors being reported by Acrobat DC's Accessibility Checker.
       2. You will always have to manually check and pass two accessibility criteria:
          1. Logical Reading Order (step 9 from above).
          2. Color Contrast.
   12. Attach the Accessibility Report to your PDF by navigating to Tools > Accessibility > Accessibility Report.
       1. The Accessibility Report tab will open on the left-side of Acrobat DC. 
       2. Click the "Options" icon right above the report preview > choose the "Attach Report to Document" option > Save your PDF.

Use a Screen Reader to Test Your PDF

A screen reader is a software that attempts to read the active windows, alerts and interactions that a user has with his/her computer.  NIC recommends the following three screen readers for low/no-vision users and for testing:

• NVAccess (full URL: https://www.nvaccess.org/) - FREE Windows-based screen reader.
• Read & Write (full URL: https://www.texthelp.com/en-us/products/read-write/) - 30-day trial of screen reader for Mac and Windows.
• JAWS (full URL: http://www.freedomscientific.com/Downloads/JAWS) - Timed trial (reset upon reboot) of screen reader software for Windows.

If you can navigate through your content logically with content like images, tables, etc., being read in context of your text-based content, then your PDF should be in good shape.  If not, then you may need to further massage your PDF content using Adobe Acrobat DC. 

Next Related Article: Configure Adobe Acrobat DC for Authoring Accessibility Changes