Making PDFs Accessible
Creating an accessible PDF is a complex subject with many different paths to success. Read our tips below, and reach out to our Web Accessibility Specialist if you have any specific questions.
Author: Jerra Strong, Web Accessibility Specialist
Choosing the Right Software
Some software is better prepared to create an accessible PDF than others. You may find that a design software cannot produce an accessible PDF, and you’ll have to fix a number of issues in the result or start over.
To save you extra work, here are some tools we recommend:
- Microsoft Word
- Google Docs or Slides (with help from an extension called Grackle Docs)
- Microsoft PowerPoint (for slide presentations or single-page documents)
- Adobe InDesign
Meanwhile, here are some tools that are not recommended:
- Canva
- Microsoft Excel
- Print to PDF (from Word or web browser)
- Adobe Photoshop or Illustrator (migrate designs or elements to InDesign)
Tip: There are often workarounds or recommendations we can make. Reach out to the Web Accessibility Specialist for more information.
Exporting from Microsoft Word
It can be frustrating to spend time making a Word document accessible, only to have the resulting PDF fail multiple accessibility checks. Make sure to export using File > Save As, then change the file type to PDF.
Save As window on Windows
Save As window on Mac
Accessibility Training Options
The best way to learn about headings, alternative text, and other key accessibility elements is to attend accessibility training. Reach out to the Office of Accessibility Resources or our Web Accessibility Specialist for more information. If you can’t make it to a training session just yet, check out our article, 5 Easy Ways to Learn about Accessibility, for more options.
How to Know if a PDF is Accessible
The Minimum for Accessibility at UNLV
By using an activated version of Adobe Acrobat, you can perform the following before submitting your document to the UNLV website:
- Open the Tags Panel in Acrobat by choosing View > Show/Hide > Navigation Panels > Tags. Ensure that tags are presented in a logical and readable order (this may be different from the “Order” panel).
- Ensure that the document has at least one Heading, and that headings are used logically and consistently.
- Check that tables are used logically and consistently, with an appropriate header row. Note that tables should only be used if they are necessary.
- Verify that form fields use a descriptive Tooltip Text (as seen by hovering over a form field with the mouse).
- Press the tab key on your keyboard to ensure links and form fields are highlighted in a sensible order.
- Look through the document to spot color combinations which may not meet color contrast guidelines. When in doubt, use a color contrast checker to be sure.
- Use the Accessibility Checker in Acrobat and be sure it indicates no failures.
Though it is possible to fix many of these issues in Acrobat, it is recommended that any found issues are corrected in the original document (i.e. in Microsoft Word). Once corrected in the original document, you can export the file to a new PDF.
Documents that have failures in the Accessibility Checker, or which fail one of the above manual checks, may be rejected.
Remember: No accessibility checker is 100% effective. Each document will require the manual checks listed above to ensure it meets standards.
Above and Beyond
Experts would consider PDF/UA the “Gold Standard” for PDF accessibility. The “UA” stands for “Universal Accessibility.” With PDF/UA, you are able to give your document a certification that identifies it to your audience right away. The free PDF Accessibility Checker (PAC 2021) is a great way to get started if you are interested in applying these standards to your document.
Questions?
If you have any questions about accessible PDFs, or on the topic of accessibility, please contact our Web Accessibility Specialist.