Building Accessible PDFs from Source Documents

Why Starting with Accessibility Matters

The foundation of an accessible PDF begins in the document creation process. Tools like Microsoft Word, Google Docs and Adobe InDesign allow you to build documents with accessibility features that carry over when exported as a PDF. Starting with accessibility in mind ensures that your final PDF is inclusive and avoids time-consuming remediation later.

Best Practices for Building Accessible Source Documents

Use Built-In Styles for Structure

  • Apply heading styles (e.g., Heading 1, Heading 2) to organize content logically. Avoid manually formatting text to look like headings, as these will not translate into proper tags in the PDF.
  • Use list tools for ordered or unordered lists rather than creating them manually with symbols or spaces.
  • Ensure table headers are defined when using tables, as these tags assist screen readers in navigating tabular data.

Add Alternative Text to Images

  • Provide concise alt text for all images in your document. This will transfer to the PDF when exported.
  • Decorative images should be marked as decorative or left blank to avoid unnecessary distractions for screen readers.

Ensure Logical Reading Order

Check the flow of your content to ensure it follows a logical sequence. This will reduce the need for adjustments in the PDF.

Use Accessible Fonts

  • Choose fonts that are easy to read, such as sans-serif fonts. Avoid overly decorative or hard-to-read typefaces.
  • Ensure font sizes are large enough for readability, typically at least 12 points for body text.

Ensure Color Contrast

Use colors that meet WCAG contrast requirements. Test text, highlights and graphics for sufficient contrast to ensure readability for users with visual impairments.

Add Descriptive Links

Use descriptive link text (e.g., “Learn more about Elon University”) rather than raw URLs or vague phrases like “Click here.”

Keep Tables Simple

Limit the use of complex tables, and ensure each table includes properly defined headers. Avoid merging or splitting cells unnecessarily, as this complicates navigation for assistive technologies.

Exporting Accessible PDFs

After building your document, follow these steps to ensure accessibility when exporting it as a PDF:

  • Export from the Source Tool: Use the built-in PDF export options in tools like Microsoft Word, Google Docs or Adobe InDesign to retain accessibility features. For example:
    • In Word, choose Save As or Export and select PDF while enabling the Document structure tags for accessibility option.
    • In InDesign, check the Use Structure for Tags option when exporting as a PDF.
  • Run an Accessibility Check: After exporting your PDF, open it in Adobe Acrobat and use the Accessibility Checker to identify and fix any remaining issues.
    • Common fixes include adding tags, verifying alt text and correcting reading order.
  • Test the Final PDF: Preview your PDF using a screen reader to ensure that content is announced logically and that interactive elements, such as links, function correctly.

Common Mistakes to Avoid

  • Skipping Built-In Styles: Manually formatting text instead of using heading styles or list tools will result in an unstructured PDF that is difficult to navigate.
  • Embedding Text in Images: Avoid creating documents where text is embedded within images, as this cannot be interpreted by screen readers.
  • Ignoring Color Contrast: Failing to check contrast ratios can make text unreadable for users with low vision or color blindness.
  • Exporting Without Tags: Ensure that the “document structure tags for accessibility” option is selected during export; otherwise, your PDF will lack the necessary tags for accessibility.

Final Tips for Accessible PDFs

  • Start Accessibility Early: Building accessibility into your source document saves time and ensures a higher-quality PDF. Making PDFs accessible can be very time consuming, so plan accordingly to ensure you meet deadlines. Making PDFs accessible is required, not optional.
  • Test and Refine: After exporting your PDF, always test it using tools like Adobe Acrobat’s Accessibility Checker and a screen reader.
  • Plan for Usability: Focus on clear organization, logical structure and simple layouts that benefit all users.

By starting with accessibility in your source document, you’ll create PDFs that are professional, inclusive and reflective of Elon University’s commitment to equity and accessibility.