Accessible PDF document resources

Accessible documentation is a necessity in today's world. However, creating accessible PDF documents is tedious and time consuming. Whenever possible, use HTML documents instead. If you must create a PDF, follow the steps below.

1. Start with an accessible source document
2. Correctly convert the document to a PDF
3. Check the accessibility of the PDF
4. Touch up the PDF
5. Check the accessibility of the corrected PDF

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1. Start with an accessible source document

To create a properly tagged PDF, you first need to create an accessible source document. Making a PDF accessible without an accessible source document is much more difficult and takes more time.

• Make Microsoft documents more accessible: The IU Knowledge Base has resources for creating accessible Microsoft documents.
• NCDAE cheat sheets: The National Center on Disability and Access for Education has several cheat sheets on creating accessible documents with Microsoft and Adobe products.

Adobe documentation

• Adobe InDesign accessibility: Adobe documentation for creating accessible PDF documents in InDesign.

Microsoft documentation

• Make your Word documents accessible: Microsoft documentation for creating accessible Word documents.
• Make your PowerPoint presentations accessible: Microsoft documentation for creating accessible PowerPoint presentations.
• Make your Excel documents accessible: Microsoft documentation for creating accessible Excel documents.
• Make your templates more accessible: Microsoft's tips for creating accessible document templates.
• Rules for the Accessibility Checker: Microsoft documentation on the Accessibility Checker, for use with Word, Excel, Outlook, OneNote, and PowerPoint.

2. Correctly convert the document to a PDF

To retain the accessibility of the source document and produce a tagged PDF, convert the document by following the correct method.

• Acrobat PDFMaker tool: The PDFMaker tool is available in many applications, including Microsoft 365 applications. Use this tool to convert your source documents to PDFs to better retain the accessibility features.
• Create an accessible PDF in Word: This Knowledge Base document includes step-by-step instructions for converting a Microsoft Word document into a PDF.

3. Check the accessibility of the PDF

Once you have a PDF, use an accessibility checker to verify the accessibility of the document.

• Using the Acrobat Pro DC Accessibility Checker: Doesn't verify fully against WCAG 2.x & PDF/UA. Manual checking will be required, with the amount depending on the complexity of document.
• CommonLook PDF Validator: The only free tool to verify against WCAG 2.0 AA, Section 508, PDF/UA, and HHS. Manual checking is required. Free; not the simplest interface.
• PAC 2021: From Access for All, a Swiss organization. Verifies against PDF/UA only. Manual checking is required. Free; Windows only.

4. Touch up the PDF

Review the results of the accessibility check and touch up any errors. To work efficiently, make needed corrections in the source document first. Changes to the source document will require re-generating the PDF. Use Adobe Acrobat DC to make changes to the PDF itself; the Cloud version gets quarterly updates, including many accessibility enhancements. When making an accessible PDF with Acrobat, be sure to use the newest version, as it will have bug fixes, plus improved workflow and features.

• Adobe Acrobat DC Documentation: The starting point for Acrobat DC accessibility documentation.
• Accessibility features in PDFs: The available guides include a PDF accessibility overview and accessibility features of Acrobat.
• Reading Order tool for PDFs: Directions for correcting the reading order and editing, removing and replacing tags with the Reading Order tool.
• Edit document structure with the Content and Tags panels:: Directions for correcting reflow problems with the Content panel and viewing, adding, and editing tags in the Tags panel.
• Workflow for creating accessible PDF forms: Directions for making an accessible interactive PDF form.
• Create accessible PDF forms and documents with Acrobat Pro DC: Knowledge Base document with links to a webinar series, including sessions on forms, complex tables, and scanned documents.

5. Check the accessibility of the corrected PDF

Use the same tools from step three to recheck the accessibility of your PDF.