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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 sufficient color contrast between text and background.
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
Ensure that any interactive elements are fully accessible.
Test your document in Microsoft Word or Adobe Acrobat for accessibility compliance.
How to create an accessible PDF documents using Microsoft Word
Step-by-step guide on how to create an accessible PDF document using Microsoft Word
Appropriate font and size
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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.
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.
Add alternative texts and captions to 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
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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
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