Introduction: Why Accessible PDFs Matter More Than You Think
Imagine clicking on a PDF, excited to read the content, only to find it completely unreadable. Frustrating, right? Now, imagine relying on a screen reader—only to have it stumble over an untagged, jumbled mess. That’s the reality for millions of people with disabilities when digital documents aren’t accessible.
Accessibility isn’t just a “nice-to-have” feature—it’s a must-have. The Americans with Disabilities Act (ADA) and Section 508 require digital content, including PDFs, to be accessible to everyone, including individuals with visual, cognitive, and mobility impairments. It’s not just about following the law (though avoiding hefty fines is a great bonus!). It’s about inclusivity, equal access, and doing the right thing.
Businesses, schools, and public institutions all benefit from accessible PDFs. Whether it’s an important report, a course syllabus, or an interactive form, ensuring that everyone can read and interact with your content enhances your reach, reputation, and user experience.
So, how do you make your PDFs ADA-compliant? That’s exactly what this guide will cover! From structuring documents properly to adding alternative text and testing for accessibility, we’ll break it all down—step by step, no tech jargon overload. Let’s make PDFs that everyone can use!
1. Understanding PDF Accessibility & Legal Requirements
Let’s start with the basics—what exactly makes a PDF accessible? Simply put, an accessible PDF is one that everyone can read, navigate, and interact with—whether they’re using a mouse, a keyboard, or a screen reader. That means no unreadable text, no missing descriptions for images, and no confusing layouts.
The Four Golden Rules of Accessibility (POUR)
To create PDFs that work for all users, we follow the POUR principles:
Perceivable – Information must be easy to see or hear (think clear fonts, alt text for images, and proper contrast). Operable – Users must be able to navigate using a keyboard, screen reader, or assistive technology (no weird, unclickable links!). Understandable – Content should be logical and easy to read (structured headings, clear language, and proper labels). Robust – Your PDF must work well with various assistive tools and screen readers—because not everyone is using the same tech.
Why Should You Care? (Besides Just Being a Good Human)
Accessibility isn’t just about inclusion—it’s also the law. The Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act require digital documents to be accessible, especially for government agencies, educational institutions, and businesses serving the public. Plus, the Web Content Accessibility Guidelines (WCAG) provide a gold standard for making content user-friendly.
Ignoring these rules can land you in serious trouble—lawsuits, hefty fines, and a PR nightmare you don’t want. But beyond that, creating accessible PDFs means better user experience, wider audience reach, and a brand that values inclusivity.
Now that you know why this matters, let’s dive into how to make your PDFs truly accessible!
2. Planning for Accessibility Before PDF Creation
If accessibility were a cake, planning would be the recipe. You wouldn’t just toss ingredients into the oven and hope for the best, right? (Well, maybe—but we both know that rarely ends well!) The same goes for PDFs. Starting with accessibility in mind saves time, frustration, and the hassle of fixing things later.
Why Accessibility Should Be Baked in From the Start
Think of it this way: It’s way easier to build a house with ramps and wide doorways than to remodel it later. When you plan for accessibility before creating a PDF, you’re setting up a smooth experience for all users—no messy reformatting, no last-minute panic. Plus, it ensures your document is usable from day one instead of being an afterthought.
Choosing the Right Document Format
Not all PDFs start as PDFs! Most are created using:
Microsoft Word – Best for text-heavy docs (reports, manuals, policies). Adobe InDesign – Ideal for visually rich designs like brochures and magazines. Direct PDF Creation – Useful for scanned documents (but beware—scanned text often isn’t accessible unless properly processed).
No matter the format, accessibility should be a priority before hitting “Save as PDF.”
Structuring Content for Accessibility
A screen reader doesn’t “see” a document the way we do—it follows a logical structure. That means: Use proper headings (H1, H2, H3… NOT just bold text!) – This creates a clear reading order. Keep paragraphs short and digestible – Nobody loves a text wall! Use bullet points and numbered lists – Easier to follow and navigate. Set up tables properly – Always add headers and avoid complex, merged cells.
Picking Fonts, Colors & Contrast That Work for Everyone
Fancy, hard-to-read fonts? Nope.
Stick to clean, simple fonts like Arial, Calibri, or Verdana.
Light gray text on a white background? Yikes. Ensure strong contrast (dark text on a light background or vice versa).
By planning accessibility before creating your PDF, you’re making life easier for everyone—including yourself. Up next: Turning a simple Word doc into an ADA-compliant PDF like a pro!
3. Creating an ADA-Compliant PDF Using Microsoft Word
So, you’re working on a document in Microsoft Word and want to make sure it’s accessible before converting it into a PDF. Great news—Word has built-in accessibility tools that make the process easier than you think! With a few smart tweaks, you can create a document that works smoothly for everyone, including those using screen readers and assistive technology.
Using Word’s Built-in Accessibility Features
Before you do anything else, meet your new best friend: Word’s Accessibility Checker. This handy tool scans your document for potential accessibility issues and gives you clear, easy-to-fix suggestions.
How to use it:
- Go to Review → Click Check Accessibility
- Word will list any issues and suggest fixes
- Follow the recommendations for a smoother, more inclusive document
Proper Use of Headings, Styles, and Lists
Forget the old-school approach of just bolding and enlarging text to make it look like a heading—that won’t help screen readers! Instead, use Word’s built-in heading styles:
Use “Heading 1” for titles, “Heading 2” for main sections, and “Heading 3” for subsections. This creates a clear structure that screen readers can follow. For lists, use Word’s bullet or numbering tool instead of manually typing dashes (-) or numbers. Proper lists ensure assistive tech reads them correctly. Avoid excessive spacing for formatting. Use paragraph settings instead of hitting the spacebar 50 times (we’ve all seen it happen!).
Adding Alternative Text (Alt Text) for Images and Tables
Images and tables are great, but if they don’t have alt text, screen readers will completely ignore them—or worse, just say “image” without any context.
How to add alt text:
- Right-click the image → Select “Edit Alt Text”
- Describe what’s important about the image (keep it brief but meaningful)
- If the image is purely decorative, check “Mark as Decorative”
For tables, always use clear headers and avoid complex merged cells. Go to Table Design → Header Row to ensure proper labeling.
Ensuring Proper Document Structure Before Exporting
Before converting your Word file into a PDF, double-check: Headings and lists are used correctly Images and tables have alt text The reading order makes sense (tab through your doc to test navigation) The document title is properly set under File → Properties
Best Practices for Exporting a Tagged PDF
When you’re ready to save your masterpiece as a PDF, don’t just hit “Save As” and call it a day—use the right settings!
Go to File → Save As → Choose PDF Click Options → Check “Document structure tags for accessibility” Hit Save, and congrats—you’ve got an accessible, tagged PDF!
By following these steps, you’re making sure your document is not just readable, but truly accessible for all users. Now, let’s take it up a notch and fine-tune your PDF in Adobe Acrobat!
4. Enhancing Accessibility in Adobe Acrobat
Alright, so you’ve got a tagged PDF from Word, but don’t pop the confetti just yet—there’s still some fine-tuning to do in Adobe Acrobat to make sure everything is fully accessible. Acrobat gives you the tools to check, fix, and optimize your PDF so that screen readers can interpret it correctly. Let’s dive in!
Understanding PDF Tags & Why They Matter
Think of PDF tags as an invisible roadmap that tells assistive technology how to navigate your document. They define headings, paragraphs, lists, tables, and even images—so a screen reader can properly interpret the content instead of just saying “blank” (which, trust me, happens with untagged PDFs).
To check if your PDF has tags: Open your PDF in Adobe Acrobat Pro Go to Tags Panel (View → Show/Hide → Navigation Panels → Tags) If it’s empty… uh-oh, your PDF isn’t tagged! (But don’t worry—we’ll fix it.)
Using Acrobat’s Accessibility Checker
Adobe Acrobat has a built-in Accessibility Checker that acts like a personal accessibility coach, pointing out what needs fixing.
Here’s how to use it:
- Open Acrobat and go to Tools → Accessibility → Full Check
- Select the categories you want to scan (hint: check them all!)
- Acrobat will list the issues—click each one for suggestions on how to fix it
This tool catches problems like missing alt text, incorrect reading order, and unlabeled form fields. Super useful!
Adding & Editing Tags Manually
Sometimes, Acrobat’s automatic tagging isn’t perfect (okay, often it’s not perfect). That’s where manual tagging comes in.
To add missing tags: Open the Tags Panel → Right-click → “Find Unmarked Content” Select the content and tag it properly (e.g., “Heading 1,” “Paragraph,” “List”)
To edit existing tags: Right-click a tag in the Tags Panel → Choose Properties Modify it to the correct type (e.g., changing a wrongly tagged paragraph into a heading)
Fixing Reading Order Issues
If your PDF’s reading order is all over the place, a screen reader will jump around like a kid on a sugar rush. Let’s fix that!
Open Reading Order Tool (Tools → Accessibility → Reading Order) Click Show Order Panel to see the content flow Drag and reorder elements as needed to ensure a logical reading order
Adding Document Properties (Title, Language, Metadata)
One last step before you call it a day—make sure your PDF has correct metadata so screen readers can interpret it properly.
Go to File → Properties Add a title (instead of a generic “Document1”) Set the language under the “Advanced” tab (helps screen readers use the right pronunciation) Add relevant keywords for better searchability
And that’s it! By fine-tuning your PDF in Acrobat, you’re ensuring everyone—regardless of ability—can access and navigate your document with ease. 
Up next: Making interactive PDFs accessible!
5. Making Interactive PDFs Accessible
So, you’ve mastered basic PDF accessibility—nice work! But what happens when your PDF isn’t just a static document? Forms, buttons, hyperlinks, and dropdown menus can be a nightmare for users relying on screen readers or keyboard navigation if they’re not set up properly. Let’s fix that!
Accessibility Considerations for Forms, Hyperlinks, and Buttons
Interactive elements make PDFs more dynamic, but they also add complexity. If you don’t properly tag and label them, screen readers might completely ignore them—or worse, announce them as “button” or “blank field” without context. 
Forms
Use fillable form fields instead of requiring users to print and scan (big accessibility no-no!) Label fields clearly so users know what to enter
Hyperlinks
Always use descriptive link text (e.g., “Read our accessibility guide” instead of “Click here”) Make sure links are keyboard accessible
Buttons
Clearly describe the button’s function (e.g., “Submit Form” instead of “OK”) Ensure all buttons are fully navigable via keyboard
Proper Labeling of Form Fields
Imagine filling out a form, but instead of hearing “Email Address”, a screen reader just says “Edit field”—confusing, right? To fix this, each form field must have a proper label so users know exactly what’s required.
How to Add Accessible Labels in Acrobat:
Open Prepare Form in Adobe Acrobat
Click on each form field → Properties
In the Name box, enter a clear label (e.g., “First Name”)
Check the Tooltip field—this is what screen readers will announce
Bonus tip: If your form has asterisks (*) for required fields, make sure the screen reader announces them! Add “(Required)” in the tooltip.
Ensuring Keyboard Navigability
Not everyone uses a mouse! A truly accessible PDF should be fully usable with just a keyboard. That means: Tabbing through fields follows a logical order No “keyboard traps” (where a user gets stuck in an element and can’t move forward) Interactive elements highlight properly when tabbing
To check this in Acrobat: Open your form and press Tab See if the fields follow a natural left-to-right, top-to-bottom order If not, adjust it under Prepare Form → Set Tab Order
Best Practices for Dropdowns & Checkboxes
Dropdown menus should have clear labels and easy keyboard selection options Checklists should use actual checkboxes (not just text or symbols like “”) Radio buttons need unique labels so users understand their options
By making sure your interactive PDFs work for everyone, you’re ensuring a smooth, frustration-free experience—whether someone is using a mouse, a screen reader, or just their keyboard. 
Next up: Alt text & multimedia—because images and videos should be accessible too!
6. Alternative Text & Multimedia Considerations
Alright, let’s talk about images, videos, and audio in PDFs. These elements add visual appeal and engagement, but without proper accessibility features, they can be completely useless to users with visual or hearing impairments. Imagine a screen reader coming across an image and simply announcing, “Image.” Not helpful, right? Let’s fix that!
Writing Meaningful Alt Text for Images & Complex Graphics
Alternative text (alt text) is what screen readers use to describe images to visually impaired users. But not all alt text is created equal! A good alt description should be clear, concise, and relevant.
Bad alt text: “Chart.” Better alt text: “Bar chart showing a 25% increase in sales from 2023 to 2024.”
Pro tip: If an image is purely decorative (like a fancy border or background), mark it as decorative in Adobe Acrobat so screen readers skip it.
For complex images like infographics, use a detailed text description nearby or provide a linked text alternative.
Captioning & Transcripts for Embedded Videos
If your PDF includes videos, captions are a must for users who are deaf or hard of hearing. Here’s how to ensure accessibility:
Always include closed captions for spoken content Provide a transcript below the video or as a separate downloadable file Ensure videos don’t autoplay (this can be disorienting for screen reader users)
Best Practices for Audio Descriptions in PDFs
For PDFs that contain audio clips, don’t leave users guessing! Provide: A written transcript of spoken content A brief summary explaining what the audio clip conveys Clear controls for playing/pausing audio (keyboard accessible)
By adding these features, you’re ensuring that everyone—regardless of ability—can access and understand your PDF’s multimedia content. Next up: Testing your PDF for full accessibility!
7. Testing & Validating PDF Accessibility
So, you’ve put in the work to make your PDF accessible—nice job! But before you call it done, it’s time for a final accessibility check. Think of it like proofreading an important email before hitting “send.” Small mistakes can make a big difference, and a quick review ensures your PDF actually works for everyone—not just for those using a mouse and monitor.
Tools for Checking Accessibility
Automated tools can quickly scan your PDF for accessibility issues, saving you time and effort. Here are the top picks:
Adobe Acrobat’s Accessibility Checker – Your built-in, first-line defense. Go to Tools → Accessibility → Full Check and let it flag issues for you. PAC 3 (PDF Accessibility Checker) – A free tool that checks your PDF against PDF/UA (Universal Accessibility) standards. CommonLook Validator – A powerful tool used by professionals to ensure compliance with WCAG, PDF/UA, and Section 508 standards.
Pro tip: Automated tools are great, but they won’t catch everything. That’s where manual testing comes in!
Conducting a Manual Review with Screen Readers
Not all users see a PDF—some listen to it. That’s why testing with a screen reader is crucial!
Try your PDF with: JAWS (popular among Windows users) NVDA (a free, open-source option for Windows) VoiceOver (built into MacOS—great for testing on Apple devices)
Use Tab and Arrow keys to navigate. If the order feels confusing or if elements are skipped, it’s time for some fixes!
Fixing Common Accessibility Errors
Here’s a quick cheat sheet for common issues and how to fix them:
Missing tags? → Use Acrobat’s Autotag Document feature. Wrong reading order? → Adjust it in Reading Order Panel (Tools → Accessibility → Reading Order). Images without alt text? → Right-click the image → Edit Alt Text. Unlabeled form fields? → Open Prepare Form → Add Tooltips.
By running both automated checks and manual tests, you’re ensuring true accessibility—not just a “good enough” attempt. And that means a better experience for everyone!
8. Maintaining Compliance & Continuous Improvement
Congrats! You’ve made your PDFs accessible—but accessibility isn’t a “one-and-done” thing. It’s an ongoing commitment. Just like updating software or keeping your website fresh, your PDFs need regular checks and improvements to stay compliant. Let’s talk about how to keep your PDFs (and your team) accessibility-ready for the long run!
Training Employees on Accessibility Best Practices
PDF accessibility isn’t just the job of one person—it’s a team effort! Whether you’re in marketing, HR, or IT, everyone who creates digital documents should understand the basics.
Ways to train your team: Hold workshops on accessibility best practices Create an internal accessibility guide for employees Encourage designers and content creators to use built-in accessibility tools in Word, Acrobat, and InDesign
Keeping Up with Evolving Standards (WCAG Updates)
Digital accessibility standards aren’t static—they evolve to meet new needs. The Web Content Accessibility Guidelines (WCAG) are regularly updated, and laws like the ADA and Section 508 may change.
Stay informed by: Following updates on WCAG 2.1 and WCAG 2.2 (and beyond!) Checking ADA and Section 508 compliance updates Joining accessibility forums and webinars for industry insights
Regular Audits & Remediation Strategies
Even if your PDFs start accessible, they can drift out of compliance over time—especially if updates aren’t checked for accessibility.
Best practices for audits: Schedule quarterly or annual PDF accessibility reviews Use Adobe Acrobat, PAC 3, and manual screen reader testing Develop a remediation plan to fix outdated or non-compliant files
Building an Inclusive Digital Culture
At the end of the day, accessibility is about people, not just checklists. Creating a culture of inclusivity means making sure everyone—regardless of ability—can engage with your content.
How to foster inclusivity: Encourage leadership to prioritize digital accessibility Make accessibility a core value in content creation Gather feedback from users with disabilities to improve accessibility efforts
By making accessibility a long-term priority, you’re ensuring that your PDFs—and your digital presence—remain welcoming and usable for all.
Conclusion: Accessibility is Everyone’s Business
And there you have it! You’re now equipped with everything you need to create ADA-compliant PDFs that are accessible to all. From structuring content properly and adding alt text to ensuring keyboard navigability and running accessibility checks, each step plays a crucial role in making your PDFs usable for everyone—regardless of ability.
But here’s the thing: accessibility isn’t just about compliance—it’s about inclusion. By making your digital content accessible, you’re not just avoiding legal risks—you’re ensuring that more people can engage with your work. Whether it’s a student using a screen reader, an employee navigating a form with a keyboard, or a customer watching a captioned video, accessible PDFs create a more equitable digital world.
So, what’s next? Make accessibility a habit. Train your team, stay updated on evolving standards, and always test your PDFs before publishing. Small changes make a huge difference.
At the end of the day, accessibility isn’t just a checkbox—it’s a commitment to inclusivity. And the more we all prioritize it, the closer we get to a digital world that truly works for everyone.