Making PDFs Accessible: Tools and Best Practices You Need to Implement
Creating accessible content isn’t just limited to websites—PDFs also need to be accessible to ensure that everyone, including people with disabilities, can access the information they contain. Whether your PDFs are instructions, brochures, reports, or forms, ensuring that they meet accessibility standards is crucial for inclusivity and compliance with regulations like the Americans with Disabilities Act (ADA) and Section 508.
Accessible PDFs aren’t just a legal necessity—they’re also a great way to improve user experience, especially for individuals who rely on assistive technologies. In this article, we’ll explore the tools and best practices you need to implement to make your PDFs accessible to all.
Why PDF Accessibility Matters
PDF accessibility is vital for ensuring that everyone, regardless of their abilities, can interact with your content. People with visual, auditory, or cognitive disabilities often rely on assistive technologies like screen readers or text-to-speech tools to consume content. If your PDF isn’t optimized for these technologies, it becomes difficult or impossible for some users to read or navigate.
Making PDFs accessible not only helps you avoid legal risks but also broadens your audience and improves user engagement. Accessible documents provide a better reading experience for everyone, including those using mobile devices or with slower internet speeds.
Best Practices for Creating Accessible PDFs
Creating accessible PDFs requires following some core best practices that ensure compatibility with assistive technologies and improve the overall usability of your documents. Here’s how you can make your PDFs more inclusive.
1. Use Proper Document Structure
Just like websites, PDFs need a clear structure to be accessible. This includes using headings, subheadings, and a logical reading order. Assistive technologies like screen readers rely on this structure to navigate the document effectively. When creating PDFs, ensure that your content flows logically and that headings are properly labeled (H1, H2, etc.).
2. Add Alt Text to Images
If your PDF includes images, graphs, or charts, be sure to include alternative text (alt text). Alt text allows users with visual impairments to understand the content and context of the images through screen readers. This is especially important for images that convey essential information.
3. Ensure Readable Fonts and Proper Contrast
Make sure your fonts are readable and use high-contrast colors to ensure visibility for all users. Low-contrast text can be difficult for users with visual impairments, so opt for color schemes that offer sufficient contrast between text and background.
4. Tagging and Metadata
PDF tagging is essential for accessibility. Tags provide structure to the document, helping screen readers identify headings, paragraphs, lists, and other elements. Many PDF editing tools allow you to add tags easily, making your document more navigable for users with disabilities. Additionally, include metadata such as title, author, and keywords, which also aids accessibility tools.
5. Create Accessible Forms
If your PDF includes forms, ensure they are accessible by using fillable form fields that are properly labeled. This ensures that users with disabilities can complete and submit forms without issues. Labels for form fields should clearly describe the required input.
After you are done implementing these, you can run various PDF accessibility testing tools to see how well you did.
Tools for Making PDFs Accessible
Luckily, there are many tools available to help you create accessible PDFs without requiring advanced technical skills. Here are some top tools you can use to ensure your PDFs meet accessibility standards:
1. Adobe Acrobat Pro DC
Adobe Acrobat Pro DC is one of the most popular tools for creating and editing accessible PDFs. It allows you to add tags, create forms, set up alt text for images, and ensure proper document structure. Acrobat Pro also has built-in Accessibility Checker tools to identify potential issues.
2. CommonLook PDF
CommonLook PDF is a professional tool designed to help you create fully accessible PDFs. It provides a comprehensive suite of features to ensure your PDFs comply with WCAG 2.1, PDF/UA, and Section 508 standards. It’s ideal for auditing existing documents or creating new ones with accessibility in mind.
3. Foxit PhantomPDF
Foxit PhantomPDF is another excellent PDF editor that includes accessibility features. You can use it to add tags, define reading orders, and check for accessibility errors. It’s a great option for creating accessible PDFs on a budget.
4. PDF Accessibility Checker (PAC 3)
PAC 3 is a free tool that checks the accessibility of your PDFs and provides detailed reports on compliance with PDF/UA standards. It’s a good option for quick audits and corrections, though you may need additional tools for editing.
Step-by-Step Guide to Creating Accessible PDFs
Follow this step-by-step guide to ensure your PDFs are accessible:
1. Use an Accessible Authoring Tool: Start by creating your document in a tool that supports accessible formats, such as Microsoft Word or Adobe InDesign. Ensure you use heading styles and alt text before converting the document to a PDF.
2. Convert the Document to a Tagged PDF: When exporting your document to PDF, ensure that the software adds tags to define the structure of the content. Tags are crucial for screen readers and other assistive technologies.
3. Add Alt Text for Images: In the PDF editor (like Adobe Acrobat Pro), ensure all images have descriptive alt text.
4. Run an Accessibility Check: Use tools like Adobe Acrobat’s Accessibility Checker or PAC 3 to identify any potential issues with your PDF’s accessibility.
5. Fix Errors: Based on the results of the accessibility check, make any necessary changes. This might include adjusting the reading order, adding missing alt text, or fixing form fields.
6. Test with Real Users: Finally, it’s always a good idea to get feedback from users who rely on assistive technologies to navigate PDFs. They can provide insights that automated tools may miss.
