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. You can use a QR code on a sign or product label so that support teams can quickly access the right document.

So that’s a plus! But it comes with a big negative.

The problem is that most QR code readers are mobile phones, and 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.

The two steps to accessible PDFs..

1. Start with an accessible source document. Recommended software is Word, PowerPoint, Google Docs, or InDesign. Consider creating your document as A5 (or half Letter size) if it will mostly be read online rather than printed.
2. Retain accessibility settings when you convert: 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 websites) more accessible?

1. Use Simple Language
   • In both websites and PDFs, write in clear and simple language, and avoid long, complex sentences. It’s easier for readers, it’s easier for listeners. In fact, reading your work aloud is a great way to edit.
2. Use Clear Fonts
   • In both websites and PDFs, choose easy-to-read fonts like Helvetica, Calibri, Arial, Verdana or Georgia.
3. Use Proper Headings
   • In both websites and PDFs, use headings (H1, H2, H3) to organize your content.
4. Use Table Headers
   • In both websites and PDFs, add headers and captions to tables so they are easier to understand with a screen reader.
5. Provide a Table of Contents
   • In both websites and PDFs, include a table of contents for easier document navigation.
6. Ensure Proper Reading Order
   • In PDFs, check that the reading order (displayed in the Tags Panel) makes sense for screen readers.
   • Use your up and down arrow keys to navigate through the tags. As you do, content in your PDF will be highlighted.
7. Add Alt Text to Images
   • Images should be tagged as <figure> and have useful “alternate text” for screen readers and for Google keywords.
   • How to add Alt Text on PDFs: In 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”.
8. Make sure text is Selectable
   • Some software (like Figma) converts pages to image; Text must remain selectable.
9. Use High Contrast
   • Use high contrast colours for text and background. If you’re not sure about the contrast, use a tool like the Color Contrast Analyser to check.
10. Avoid Using Colour Alone
    • Don’t rely on colour to convey information; use text labels too.
11. Add or 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.
12. Test with a Screen Reader
    • Test your PDF with a screen reader to ensure it’s accessible.

In Conclusion

Whether you’re updating your website or refining your PDFs, every step you take makes a difference. Join the movement for a more inclusive digital world.

1. Audit Your Content: Review your current websites and PDFs for accessibility issues.
2. Implement Best Practices: Apply the tips mentioned to make your content more accessible.
3. Stay Informed: Keep up with the latest accessibility standards and guidelines.
4. Get Feedback: Use tools and seek input from users with disabilities to improve accessibility.

Together, we can create a more inclusive digital environment for everyone!