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Table of Contents

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Overview

When possible, PDFs should be eliminated in favor of web pages because they do not work well on mobile devices and are challenging to navigate for people using assistive technology.

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Whenever we publish online content, we need to make sure everyone can read it, including keyboard only users and people using assistive technology such as a screen readersreader.

This is also true for PDF documents. Similar to directly coding content into a website, there are special steps we must take to make sure that a PDF document can be read by assistive technology.

Any other attachments such as Word and Excel documents must also be fully accessible to everyone, including users who use assistive technology like screen readers.

Issues with PDF Documents

Mobile Issues: Unlike web pages, PDF documents are not responsive and do not adjust to your screen size, such as on a mobile device. This forces the user to have to zoom in and the swipe left to right /right to left in order to read the content.
Difficulty Navigating Content: They are difficult for web users, including screen reader users, to navigate when seeking specific information. Because the website navigation menu doesn’t appear when viewing the file, users can become disoriented.
Language Barriers: Content within PDFs are not easily made available in different languages. Per the city’s Digital Accessibility and Inclusion Standards, you need to provide vital information in required languages.
Not Designed for Reading on Screen: PDFs are not really designed for reading on screens. They should mainly be used as a way to print information.
Maintenance and Outdated Information: PDF documents are more time consuming to update and maintain and as a result often times are overlooked and as a result information in PDF documents is more likely to be outdated.

Step-by-Step Guides - Creating Accessible PDF and Word Documents

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PDF Checklist

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Make sure the PDF is in a text based format.
Create a logical reading order by providing a main heading and subheadings.
Tag and build your document structure in Microsoft Word
Apply properly nested headings <h1>, <h2>, <h3>, <h4>, <h5>, etc.
The <h1> heading should be reserved for the document title
Add paragraphs <p>
Add ALT text (alternative text) for images.
Complex charts and diagrams that are embedded in the PDF can’t be accessed by screen reader users. In these cases a text based equivalent needs to be provided. This could be a summary of what the chart/graphic is conveying to sighted users.
Make sure there is Provide sufficient color contrast between text, links and background color.
Provide sufficient color contrast for non text content such a form elements.
Ensure that content displayed in a data table is fully accessible to screen reader users.
Provide a table of contents so it’s easy for users to find and navigate to information.
Save your Word or PDF document as a tagged PDF.
Provide meaningful document titles for screen reader users, using Adobe Acrobat Pro.
Avoid writing important information in the document header or footer. Screen readers will not announce content displayed in the header and footer.
Provide descriptive link text.
Provide labels for interactive form controls in PDF documents
Indicate required form controls in PDF forms
Ensure that any interactive elements such as forms are fully accessible to keyboard users and screen reader users.
Providing name, role, value information for form fields in PDF documents
Test your document in Microsoft Word or Adobe Acrobat for accessibility compliance.
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Indicate when user input falls outside the required format in PDF forms
In a PDF created to conform to PDF/Universal Accessibility (ISO 14289), the content can be reflowed and zoomed in to make reading possible for someone with low-vision.

Creating Accessible PDF Documents Using Microsoft Word

Step-by-step guide on how to create an accessible PDF document using Microsoft Word

Use Appropriate

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Font Type and

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Font Size

Choose an easy to read font like Arial or Verdana
The font size should be 12 pt or larger

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Use Color Appropriately

Make sure there is enough contrast between the words and the background. For example, do not put light gray text on a medium gray background.
Never use color alone to convey important information. Some people have color vision problems which prevents them from distinguishing between certain colors.

Add

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Alternative Text and

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Captions to

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Images

Here are instructions on how you can add alternative text to images in a Word document.
Text wrapping style should be “In Line with Text”

Specify Column

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Headers and Row Headers in Data Tables

Here are instructions on how to create accessible tables in a Word document

Use Meaningful Hyperlink Text

Make sure your link text is more descriptive than “Click here” or “View”.

Use Built-in Formatting Styles

When adding headers to the document, utilize the various items in the Styles pane instead of manually enlarging and/or bolding text.
Make sure that the headings are in chronological reading order. For example, any headers directly below the Heading 1 section must be Heading 2. It must not skip directly from Heading 1 to Heading 3.
Include a table of contents for long documents
Use the bulleted or number list buttons to format lists

Check accessibility

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Test Your Document for Accessibility Compliance

Save the Word

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Document as a PDF

Here are instructions on how to Save a Word document as a PDF

Creating Accessible Forms in PDF Documents

General Guidelines

Compared to forms built in HTML, PDF forms have some inherent accessibility limitations. For example, in HTML a visible text label can be directly associated with its form field. In a PDF, the visible label must be duplicated in the "Tooltip". This Tooltip is read to a screen reader user while navigating the form.

Because the visible label and Tooltip are not directly associated, their values can be different. For example, in this screenshot the visible label is "First name", but the Tooltip which is presented to screen reader users is "Last name."

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These four steps are required to ensure the accessibility of a PDF form:

Add the correct form fields to the PDF.
Include text in the Tooltip field that describes the purpose of the form control to a screen reader user.
Add tags to the form fields.
Check (and if necessary, repair) the tab order.

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Provide Labels for Interactive Form Controls in PDF Documents

Ensure that users of assistive technology are able to perceive form control labels and understand how form controls are used.

Form controls allow users to interact with a PDF document by filling in information or indicating choices which can then be submitted for processing.

Assistive technology users must be able to recognize and understand the form fields, make selections, and provide input to complete the forms, and submit the form, just as sighted users can. Understandable labels that convey the purpose of each form control are essential to form accessibility.

Form inputs generally have labels and instructions to help users understand what information is required and how to fill in the form. Unless these labels are programmatically associated with the relevant fields, assistive technology might not be able to associate them correctly, and thus users might not understand how to complete the form.

Please see step by step instructions on how to create accessible forms in PDF documents.

Additional Resources

How to make your Microsoft Word document accessible by Microsoft
View file
name Seven Steps to Creating an Accessible Microsoft Word document.pdf
View file
name Three Steps to Creating an Accessible PDF file (without Adobe Acrobat).pdf
Testing PDF documents using Adobe Acrobat Pro