Creating accessible content increases the size and depth of your audience. It’s just logical to allow everyone – regardless of their abilities – to access and benefit from your sales and support documentation.
PDFs are static documents. They offer consistent, complex layouts, and they are portable. The problem is that most PDFs are TERRIBLE to read from a mobile phone. You’re scrolling up and down, as well as side to side.
Planning PDFs for readers with disabilities
Many companies have their documents in a PDF format. And that format is usually A4 or letter size.
Accessible PDFs rely on proper tagging, alt text for images, and readable text – and these have to be built-into the PDF when it’s created. You will need a book designer with a professional version of Adobe Acrobat to keep all the formatting.
When converting to PDF, use settings that retain tags and accessibility formatting. Avoid “Print to PDF” settings as they will remove your tags and accessibility formatting.
12 ways to make PDFs (and all documentation) more accessible?
- Use easy language. Reading your document aloud is a great way to edit.
- Use clear fonts like Helvetica, Calibri, Arial, Verdana or Georgia.
- Use “styles” for headings (H1, H2, H3 etc.) to organize your content.
- Use table headers and table captions
- Provide a Table of Contents for easier document navigation.
- Check reading order (displayed in the Tags Panel) makes sense for screen readers.
- Add Alt Text to Images. Images should be tagged as <figure> and have useful “alternate text” for screen readers. In the Accessibility Panel, select “Set Alternate Text.” A pop up will guide you through your images in the document. If you have unimportant images like banners, select “Decorative”.
- Make sure text is selectable. Some software (like Figma) converts pages to image.
- Use High Contrast. Tools like the Color Contrast Analyser can check.
- Don’t rely on colour alone to convey information; use text labels too.
- Verify Metadata
- Add Title and Author (In our Adobe Acrobat version, we go to File > Properties>Description Tab)
- Set Doc Title to Display (Properties> Initial View tab >Window Options > Show > Document Title)
- Add Language (Properties>Advanced Tab > Reading Options >Language)
- Check the “Enable text access to screen reader devices for the visually impaired” check box in the “Permissions” section of the security settings.
- You can set a password for editing and printing!
- Test with a Screen Reader to ensure it’s accessible.
Join the movement for a more inclusive digital world.
