PDF Accessibility: Best Practices

PDFs can be accessible, but only when they are created with care. The most important step is to start with an accessible source document. Once a PDF is created, major accessibility fixes often require specialized tools and extra time. These best practices provide a practical starting point for creating and sharing PDFs that are usable for everyone.

Best practices

Start with an accessible source

Most PDF accessibility problems begin in the original file. If the source document is not accessible, the PDF will not be accessible either.

  • Use proper headings and structure in Word, Google Docs, or other authoring tools.
  • Add alt text to meaningful images and mark decorative images appropriately.
  • Keep tables simple and identify header rows.
  • Use descriptive hyperlink text instead of “click here.”
  • Maintain strong color contrast and avoid color-only communication.
  • Set the document title and language before exporting.

For more guidance from Microsoft, see Create accessible PDFs .

Use the correct “Save as PDF” method

Avoid Print to PDF or virtual printers, which strip out tags, reading order, and other accessibility information.

  • In Word, use File > Save As > PDF and enable options such as Document structure tags for accessibility.
  • On Mac, choose Best for electronic distribution and accessibility when saving as PDF.
  • If Adobe Acrobat is installed, enable PDFMaker settings such as Enable Accessibility and Reflow with tagged PDF.

These methods help preserve headings, lists, bookmarks, alt text, and reading order.

Ensure text is selectable (not scanned images)

A PDF is usually not accessible if all text is part of an image such as a scan or photocopy. A quick test is to try selecting text with your mouse. If you cannot highlight it, the PDF is likely image-only.

If you discover an image-only PDF:

  • Look for the original digital source file and use that instead.
  • Request a digital version from your department, library, or publisher.
  • If needed, use Acrobat’s Recognize Text (OCR) tool, then review and correct errors.

Check tags and reading order

Tags are the backbone of an accessible PDF. They communicate the document structure to screen readers and other assistive technologies.

  • Use the Tags panel in Acrobat Pro to check headings, paragraphs, lists, and tables.
  • Use the Reading Order or Order panel to verify a logical reading sequence.
  • Ensure images have meaningful alt text or are marked decorative.
  • Confirm that tables have header rows and simple structures.

For detailed instructions, visit Adobe Acrobat: Create and verify PDF accessibility .

Make tables accessible

Tables in PDFs must clearly communicate relationships between header and data cells.

  • Keep tables simple and avoid merged or split cells.
  • Set header rows in the source document before exporting to PDF.
  • Check the table tags in Acrobat to ensure headers and data cells are associated correctly.
  • Provide a text summary if the table is complex.

Avoid scanned PDFs when possible

Scanned PDFs are often the least accessible and the most time-consuming to remediate. Whenever possible:

  • Replace scans with accessible digital versions.
  • Link to a library or publisher version in an accessible format.
  • Provide a citation and let students know they may request an accessible version if needed.

Add metadata

Metadata helps readers and assistive technologies identify the document correctly. In Acrobat Pro, review and update:

  • Title (what screen readers typically announce first).
  • Author and Subject, if relevant.
  • Language to ensure correct pronunciation.

How to check if your PDF is accessible

Use the Accessibility Checker in Acrobat Pro

Acrobat Pro includes an Accessibility Checker that identifies many common issues such as missing tags, missing titles, or incorrect reading order.

  1. Open the PDF in Adobe Acrobat Pro.
  2. Go to Tools > Accessibility.
  3. Select Accessibility Check.
  4. Review results and address items marked as Errors or Warnings.

Detailed documentation is available at Adobe: Accessibility Checker in Acrobat Pro .

Do a quick manual review

  • Confirm text is selectable and not an image.
  • Check reading order in the Tags or Order panel.
  • Verify headings match visual hierarchy.
  • Ensure images have meaningful alt text or are decorative.
  • Confirm tables are simple and correctly tagged.
  • Verify that document title and language settings are correct.

Additional resources

When sharing PDFs in eLC (D2L Brightspace), upload accessible, tagged PDFs whenever possible. This supports students who use screen readers, text-to-speech, zoom features, and contrast settings. If a PDF cannot be made fully accessible, provide the original editable file or explain how students can request an accessible format.

Note:

This guide shares general best practices for creating accessible PDFs. A more detailed UGA-specific “Creating Accessible PDFs” guide with step-by-step instructions and screenshots is currently in development and will be published on the Digital Accessibility Services Hub.

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