PDF Remediation

How to Test and Remediate PDFs for Accessibility Using Adobe Acrobat DC

Learn about the Accessible Electronic Document Community of Practice (AED CoP) and the topics covered in this video series.

Module 0

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Learn about the elements of a PDF and PDF tag types, where you can download the Accessibility PDF Checklist, how to convert documents to PDF, and how to test a PDF for accessibility.

Module 1

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Discover how to set up a document’s properties, evaluate the accessibility of a document’s content, and how to use Acrobat’s Accessibility Full Check tool. We also strongly recommend using this tool for document scanning: PDF4WCAG Scanner

Module 2

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Learn how to fix a PDF document’s properties, add and adjust tags, adjust the reading and tab order, add alternative text to images and objects, and set the document’s language properties.

Module 3

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Learn about the techniques used by advanced users to identify and correct text from scanned pages and signed memorandums as conformance PDFs.

Module 4

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Creating Accessible PDFs

PDFs are one of the most commonly used document formats in academic and administrative environments, but they can also be some of the least accessible if not created properly. This guide outlines key considerations and detailed steps for creating accessible PDFs that comply with WCAG 2.1 AA standards. Wherever possible, accessibility should be built into the source document before conversion to PDF.

Start with an Accessible Source Document

The most effective way to create an accessible PDF is to begin with an accessible source file (e.g., a Microsoft Word, PowerPoint, or Google Docs file), ensuring that structural elements such as headings, lists, image descriptions, and table markup are preserved when exported to PDF. Trying to fix accessibility issues after a PDF is created is far more time-consuming and less reliable.

Best Practices

• Use built-in heading styles to indicate structure.
• Apply alt text to all meaningful images.
• Use proper list formatting (not manually typed bullets or numbers).
• Include descriptive hyperlink text.
• For tables, use headers and simple layouts (no merged or nested cells).
• Avoid scanned documents unless they’ve been converted to text using OCR.

Exporting to PDF from Microsoft Word (With Acrobat)

Exporting with Adobe Acrobat ensures that heading levels, alt text, and other structural tags are properly embedded in the PDF. This method is strongly preferred when available.

Steps

1. Open your accessible source file in Microsoft Word.
2. Go to the Acrobat tab in the ribbon (requires the Adobe Acrobat plug-in).
3. Click Create PDF.
4. In the pop-up window, make sure “Best for electronic distribution and accessibility” is selected (especially on macOS).
5. Click Save.

Following these steps preserves the logical structure of your document and includes the necessary tags for screen readers and other assistive technologies.

Exporting to PDF from Microsoft Word (Without Acrobat)

You can still create a tagged PDF using Word’s built-in export function if you don’t have the Acrobat plug-in. However, you’ll need to manually verify that tags were preserved.

Steps

1. Go to File > Save As.
2. Choose PDF from the list of file formats.
3. Click Options (near the Save button).
4. Ensure that “Document structure tags for accessibility” is checked.
5. Click Save.

Tip: Do not use “Print to PDF.” This method strips out accessibility features, including tags and alt text.

Tagging PDFs in Adobe Acrobat Pro

Tags give a PDF its structure. They tell screen readers and other assistive technologies how to interpret different parts of the document, like which text is a heading, which parts are lists, or which is regular paragraph text. Without tags, a PDF is essentially unreadable to many users who rely on assistive tech.

How to Check for Tags

1. Open the PDF in Adobe Acrobat Pro.
2. Go to View > Show/Hide > Navigation Panes > Tags.
3. In the Tags pane, you’ll see a tree-like structure that outlines how your document is tagged. If nothing appears, your PDF likely isn’t tagged.

To Add Tags (If Missing)

1. Go to Tools > Accessibility > Autotag Document.
2. Acrobat will apply basic tags to structure the content.
3. You may still need to review and clean up the tags afterward to ensure accuracy.

Common Tags

• Heading tags (H1–H6): Use a logical order (don’t skip levels).
• List tags (L, LI, LBody): Use real list structure rather than typed bullets.
• Paragraph tags (P): Use for normal body text.
• Link tags (Link / Link-OBJR): Use descriptive link text (avoid “click here”).

Setting the Reading Order

Reading order is the sequence in which content is read out loud by screen readers. If the order is wrong (for example, a sidebar is read before the page title), the content can be confusing or unusable.

How to Check & Fix Reading Order

1. Open your PDF in Adobe Acrobat Pro.
2. Go to Tools > Accessibility > Reading Order.
3. Numbered boxes appear over each section of the page, showing the current reading order.
4. If needed, adjust order to follow a logical top-to-bottom, left-to-right flow.

Tip: Use View > Read Out Loud > Activate to confirm the flow makes sense.

Alternative Text for Images

Alt text ensures users who can’t see images can still understand their function or content. Decorative images should be hidden from screen readers.

Steps

1. In Acrobat, right-click on the image.
2. Choose Edit Alt Text or go to Object Properties > Tag tab > Alternate Text.
3. Enter a short description (usually 1–2 sentences).
4. If the image is decorative, mark it as an artifact.

• Do not use “image of” or “picture of” — screen readers already identify it as an image.
• Focus on the purpose or meaning, not appearance.

For more details, see Section 508: Alternative Text.

Color & Contrast

Low contrast or color-dependent content can prevent users from perceiving information. Ensure your design uses accessible color combinations and includes text or symbols in addition to color. If you’re unsure about contrast, use the WebAIM Contrast Checker.

• Use at least 4.5:1 contrast for normal text.
• Use at least 3:1 contrast for large/bold text (18pt+ or 14pt bold).
• Don’t rely on color alone — add text, icons, or patterns to reinforce meaning.

Accessible Tables in PDFs

Tables must have clearly identified header rows and simple structures to be accessible. Screen readers rely on header tags to associate data properly.

Steps

1. Verify tables are tagged in the Tags pane as Table, with TR rows, and cells marked as TH (header) or TD (data).
2. Use Table Editor / Table Inspector to define header scope and relationships.
3. If needed, add a short table summary in Object Properties > Alt Text.

Avoid

• Merged cells
• Blank cells used for spacing
• Nested tables

Accessible Forms in PDFs

Form fields must be operable by keyboard, have accessible labels, and follow a logical tab order.

Steps

1. Use Tools > Prepare Form to edit form fields.
2. For each field, set a meaningful label in the Tooltip.
3. Test navigation using only the Tab key.

Using the Accessibility Checker in Acrobat

The built-in accessibility checker in Adobe Acrobat Pro identifies structural issues, missing tags, and other common problems. It is an essential final step before sharing a PDF.

Steps

1. Open your PDF in Acrobat Pro.
2. Go to Tools > Accessibility > Full Check.
3. Leave all checks selected (recommended) and run the report.
4. Review flagged items and resolve errors and warnings.

Note: Automated tools may not catch everything (for example: vague link text or unclear alt text). Manual review is also important.

Final Checklist for Accessible PDFs

• Document is tagged
• Logical reading order is verified
• Headings follow a consistent hierarchy
• Lists and tables use proper structure
• Images have descriptive alt text or are marked decorative
• Form fields have labels/tooltips and logical tab order
• Hyperlinks are descriptive
• Text has sufficient contrast
• Export method preserved tags (not “Print to PDF”)
• Acrobat’s accessibility checker was run