Table of Contents
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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Step-by-step guide on how to create an accessible PDF document using Microsoft Word
Use Appropriate Font Type and Font Size
Choose an easy to read font like Arial or Verdana
The font size should be 12 pt or larger
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 Alternative Text 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 Headers and Row Headers in Data Tables
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
Test Your Document for Accessibility Compliance
Instructions on how to check the accessibility of a Word document
Testing PDF documents for accessibility compliance using Adobe Acrobat Pro
Save the Word Document as a PDF
Create
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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.
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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.
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.
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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
WCAG Related
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Guidelines
1.1.1 Non-text Content (Level A)
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