Tagging and Structuring PDFs: Organizing Content for Accessibility

Why Tags and Structure Matter

PDF tags define the structure of your document, providing essential information to assistive technologies like screen readers. Proper tagging ensures that content is presented in a logical order, making it easier for users with disabilities to navigate and understand your document. Without tags, a PDF is effectively inaccessible, leaving many users unable to engage with its content.

Understanding PDF Tags and Structure

  • What Are Tags?
    • Tags are behind-the-scenes labels that define the role of each element in your PDF, such as headings, paragraphs, lists and tables. Tags provide semantic meaning and are essential for accessibility.
  • Why Structure Is Important:
    • Proper structure organizes your content into a clear hierarchy, helping all users — especially those relying on screen readers — navigate your document easily.
  • Key Structural Elements:
    • Headings: Create a hierarchy to organize your content (e.g., H1 for the main title, H2 for sections, H3 for subsections).
    • Lists: Use tags to identify ordered or unordered lists.
    • Tables: Ensure tables are tagged with proper headers for row and column relationships.
    • Reading Order: Define the correct reading sequence to ensure content flows logically.

How to Tag and Structure PDFs

Start with a Tagged Source Document

  • Use tools like Microsoft Word or Google Docs to create a well-structured document with heading styles, lists and proper table formatting.
  • Export the document as a tagged PDF by enabling the “Document structure tags for accessibility” option.

Use Adobe Acrobat for Tagging

Adobe Acrobat Pro provides robust tools for adding and editing tags in your PDF. Steps to tag your document:

  • Open the PDF in Acrobat Pro.
  • Go to Tools > Accessibility > Autotag Document.
  • Review the tags panel (View > Show/Hide > Navigation Panes > Tags) to verify or adjust the tags.

Check and Adjust the Reading Order

The reading order determines how content is presented to screen readers. To adjust:

  • Open Tools > Accessibility > Reading Order.
  • Use the Reading Order tool to arrange elements logically and group them correctly.
  • Test the reading order with a screen reader to ensure content flows naturally.

Manually Tag Missing Elements

If any elements are untagged, manually add tags:

  • Right-click on the Tags panel and select New Tag to assign the appropriate tag (e.g., Heading 1, Paragraph, List).

Tag Tables for Accessibility

  • Identify table headers (e.g., row or column headers) in the Tags panel.
  • Use the Table Editor tool in Acrobat Pro to assign header cells and data cells appropriately.

Common Mistakes to Avoid

  • No Tags at All: PDFs without tags are completely inaccessible to screen readers and fail to meet accessibility standards.
  • Improper Use of Tags: Using incorrect tags (e.g., tagging a heading as a paragraph) disrupts navigation and comprehension for assistive technologies.
  • Skipping the Reading Order Check: A poorly ordered document can confuse users, presenting content out of sequence.
  • Failing to Tag Tables: Unstructured tables make it impossible for screen readers to convey relationships between rows and columns.
  • Overlooking Decorative Elements: Decorative images or graphics should be tagged as artifacts so they are ignored by assistive technologies.

Testing and Verifying Tags and Structure

  • Use the Accessibility Checker in Adobe Acrobat:
    • Open Tools > Accessibility > Full Check to identify missing or incorrect tags, reading order issues, and other structural problems.
  • Manually Inspect Tags:
    • Open the Tags panel and review each element to ensure it’s appropriately tagged.
  • Test with a Screen Reader:
    • Use a screen reader to navigate your PDF and confirm that the tags and reading order work as intended.

Final Tips for Tagging and Structuring PDFs

  • Start Early: Begin with a well-structured source document to minimize tagging issues during the PDF creation process.
  • Tag Everything That Matters: Ensure all meaningful content, such as text, images and tables, is tagged appropriately.
  • Test Thoroughly: Always use tools like Adobe Acrobat’s Accessibility Checker and screen readers to verify your PDF is fully accessible.
  • Seek Help When Needed: If tagging or structuring your PDF feels overwhelming, consider using professional remediation services.

Proper tagging and structuring transform your PDF into an accessible document, ensuring all users can engage with its content and navigate it with ease.