PDF Accessibility 101: Creating Documents Everyone Can Read

Here's a stat that might surprise you: according to Adobe, over 90% of existing PDFs lack full accessibility features.

That means 9 out of 10 PDFs are difficult or impossible for millions of people to use—including people who are blind, have low vision, or have other disabilities.

And according to the CDC, about 27% of adults have some type of disability.

That's not a small group. That's your customers, colleagues, friends, and family.

Let's talk about how to make PDFs that work for everyone.

What Does "Accessible PDF" Actually Mean?

An accessible PDF is one that can be read and navigated by:

• Screen readers (software that reads content aloud)
• Braille displays (devices that show content in Braille)
• Keyboard-only navigation (for people who can't use a mouse)
• Screen magnifiers (for people with low vision)
• People with cognitive disabilities (clear structure helps everyone)

It's not about making PDFs "special." It's about making them work the way they should—for everyone.

The Core Principles: POUR

Web accessibility (and PDF accessibility) is built on four principles, known as POUR:

Perceivable

Information must be presentable in ways users can perceive.

For PDFs, this means:

• Text is actual text, not images of text
• Images have descriptions (alt text)
• Colors aren't the only way to convey information

Operable

Users must be able to navigate and interact with content.

For PDFs, this means:

• Keyboard navigation works
• Links have descriptive text
• Forms are properly labeled
• Reading order makes sense

Understandable

Content must be readable and predictable.

For PDFs, this means:

• Document language is set
• Headings organize content logically
• Instructions are clear

Robust

Content must work with assistive technologies.

For PDFs, this means:

• Proper PDF structure (tags)
• Standard formatting
• No broken elements

The Standards You Should Know

WCAG (Web Content Accessibility Guidelines)

The global standard for digital accessibility. Currently at version 2.1, with 2.2 released in 2023.

Three levels:

• Level A: Minimum accessibility (basic)
• Level AA: Recommended target (most laws require this)
• Level AAA: Highest level (not always achievable)

For most purposes, aim for WCAG 2.1 Level AA.

PDF/UA (Universal Accessibility)

The ISO standard specifically for PDF accessibility (ISO 14289).

Think of it as WCAG's PDF-specific cousin. It defines exactly how accessibility features should work in PDF format.

Legal Requirements

Depending on where you are and what you do:

• Section 508 (US government agencies)
• ADA (Americans with Disabilities Act—US businesses)
• European Accessibility Act (EU businesses, enforcement began 2025)
• AODA (Ontario, Canada)
• Various national laws worldwide

If you're creating public-facing documents, legal compliance matters. But honestly? Just making accessible documents is the right thing to do.

The Biggest Accessibility Problems in PDFs

Problem 1: Scanned Documents (Image-Only PDFs)

You scan a document. It creates a PDF. Looks fine on screen.

But to a screen reader? It's a blank page. Or just "image, image, image."

Why it's a problem: Scanned PDFs are pictures of text, not actual text. Screen readers can't read pictures.

The fix: Use OCR (Optical Character Recognition) to convert scanned images to actual text. Our PDF OCR tool does exactly this—turning scanned documents into searchable, readable text.

Problem 2: No Document Structure (Untagged PDFs)

A PDF might have headings that look like headings. But if they're not tagged as headings, screen readers don't know they're headings.

Why it's a problem: Without structure, screen readers read everything as a single stream of text. Users can't navigate by headings, skip to sections, or understand the document's organization.

The fix: Add proper tags to your PDF:

• Heading tags (H1, H2, H3, etc.)
• Paragraph tags (P)
• List tags (L, LI)
• Table tags (Table, TR, TH, TD)

Problem 3: Missing Alt Text for Images

Images are meaningless to screen readers without descriptions.

Why it's a problem: Screen readers either skip the image entirely or announce "image" with no context.

The fix: Add alternative text that describes:

• What the image shows
• Why it's there
• Any text in the image

Good alt text: "Bar chart showing sales increased 45% from Q1 to Q4 2024" Bad alt text: "chart.jpg" or "image"

Problem 4: Incorrect Reading Order

PDF content might be arranged visually in columns, but the underlying reading order could be jumbled.

Why it's a problem: Screen readers read in tag order, not visual order. If tag order is wrong, the document makes no sense.

The fix: Check and fix reading order:

• In Adobe Acrobat: View → Navigation Panels → Order
• Drag items into correct sequence
• Test with a screen reader

Problem 5: Inaccessible Forms

Form fields without labels are impossible to fill out with assistive technology.

Why it's a problem: A screen reader might say "edit field" without explaining what goes there.

The fix: Every form field needs:

• A descriptive label
• Proper tab order
• Clear instructions

Problem 6: Color-Only Information

"Click the red button" or highlighting errors in red only.

Why it's a problem: People who are colorblind (about 8% of men, 0.5% of women) can't distinguish colors reliably.

The fix: Use multiple indicators:

• Color PLUS text
• Color PLUS icons
• Color PLUS patterns

How to Create Accessible PDFs

Starting from Word

If you create PDFs from Word documents, accessibility starts there:

1. Use built-in styles

• Use Heading 1, Heading 2, etc. (not just bigger/bold text)
• Use bulleted/numbered list tools
• Use table tools for tables

2. Add alt text to images

• Right-click image → Edit Alt Text
• Write a meaningful description
• Mark decorative images as "decorative"

3. Write descriptive link text

• Don't: "Click here"
• Do: "Download the annual report (PDF)"

4. Check reading order

• Use the Navigation Pane to verify heading structure
• Use the Accessibility Checker (Review → Check Accessibility)

5. Set document language

• File → Info → Properties → Advanced → Language

6. Use simple, logical layouts

• Avoid text boxes when possible
• Use columns feature instead of manual columns
• Keep layouts linear

When Converting to PDF

From Word:

1. Use Save As → PDF (not Print to PDF)
2. Check "Document structure tags for accessibility" in Options
3. Keep "Create bookmarks" checked for long documents

The resulting PDF should inherit Word's accessibility features.

Fixing Existing PDFs

Got a PDF that's not accessible? Here's what to do:

If it's a scanned document:

1. Use PDF OCR to add text layer
2. This makes content readable by screen readers
3. You may still need to add structure

If it's an untagged PDF:

1. Add tags in Adobe Acrobat Pro (or similar)
2. Set reading order
3. Add alt text to images
4. Define form field labels

If you need to edit content:

1. Convert to Word to make structural changes
2. Fix issues in Word
3. Re-export as accessible PDF

If it's a simple fix:

1. Use our PDF editor for quick changes
2. Add missing text
3. Update content as needed

Testing Your PDF's Accessibility

Automated Testing

Automated tools catch obvious issues quickly:

Adobe Acrobat Pro:

• Tools → Accessibility → Accessibility Check
• Provides a report with issues and fixes

PAC (PDF Accessibility Checker):

• Free tool from the Swiss government
• Very thorough PDF/UA testing
• Download from access-for-all.ch

CommonLook PDF Validator:

• Free version available
• Checks WCAG and PDF/UA compliance

Limitations: Automated tools catch about 30-50% of accessibility issues. They're a great start, but not complete.

Manual Testing

What automated tools miss, humans catch:

1. Screen reader testing Use actual screen readers:

• NVDA (free, Windows)
• JAWS (paid, Windows)
• VoiceOver (built into Mac/iOS)
• TalkBack (built into Android)

What to check:

• Does content read in logical order?
• Are all images described?
• Can you navigate by headings?
• Are form fields labeled?

2. Keyboard navigation Put down the mouse. Use only Tab, Enter, and arrow keys.

What to check:

• Can you reach all interactive elements?
• Is focus visible (do you know where you are)?
• Can you complete forms?
• Can you navigate tables?

3. Visual inspection Sometimes you just need to look:

What to check:

• Is text readable at 200% zoom?
• Is there sufficient color contrast?
• Are fonts clear and readable?
• Is the layout logical?

Common Accessibility Fixes

Adding Alt Text in Adobe Acrobat

1. Open the PDF in Acrobat Pro
2. Tools → Accessibility → Set Alternate Text
3. Select an image
4. Enter descriptive text
5. Repeat for all images

Fixing Reading Order

1. View → Show/Hide → Navigation Panes → Order
2. The Order panel shows reading sequence
3. Drag items to correct position
4. Check headings are properly tagged

Adding Tags to an Untagged PDF

1. Tools → Accessibility → Autotag Document
2. Review the results (auto-tagging isn't perfect)
3. Fix incorrect tags manually
4. Add missing tags

Making Tables Accessible

Tables need proper structure:

• Header cells marked as headers (TH)
• Data cells marked as data (TD)
• Reading order flows correctly
• Complex tables may need scope attributes

Form Field Labels

1. Open the Forms tool
2. Select each field
3. Add Tooltip (used as accessible name)
4. Set Tab order
5. Include instructions

Making OCR'd Documents Accessible

Scanned documents create unique challenges:

Step 1: Run OCR with our PDF OCR tool

• This adds a text layer behind the image
• Screen readers can now access the text

Step 2: Clean up OCR errors

• OCR isn't perfect
• Edit the PDF to fix misrecognized text
• Check numbers and proper nouns especially

Step 3: Add structure

• Headings are usually plain text after OCR
• Tag them as headings manually
• Define reading order

Step 4: Add alt text for figures

• OCR handles text, not images
• Charts and diagrams need descriptions
• Add alt text for each

Accessibility Checklist

Before sharing your PDF, verify:

Document Structure

• Document has a title
• Language is set
• Headings are tagged properly
• Reading order is logical
• Bookmarks for long documents

Images and Graphics

• All images have alt text
• Decorative images marked as decorative
• Charts have text descriptions
• Complex graphics have long descriptions

Text and Typography

• Real text, not images of text
• Sufficient color contrast (4.5:1 minimum)
• Fonts are readable
• Text is selectable

Links and Navigation

• Links have descriptive text
• Links work correctly
• Tab order is logical
• Focus is visible

Tables

• Headers are marked as headers
• Simple structure (avoid merged cells when possible)
• Reading order makes sense

Forms

• All fields have labels
• Instructions are clear
• Error messages are helpful
• Required fields are indicated

Quick Wins for Better Accessibility

Don't have time for a full accessibility overhaul? Start here:

1. Run OCR on scanned documents Five minutes. Massive improvement. Use our PDF OCR tool.

2. Add a document title In Acrobat: File → Properties → Title. Takes 10 seconds.

3. Set the document language In Acrobat: File → Properties → Advanced → Language. Also 10 seconds.

4. Add alt text to key images Focus on images that convey information. Skip decorative elements.

5. Check color contrast Use free tools like WebAIM's Contrast Checker. Fix low-contrast text.

The Business Case for Accessibility

Beyond being the right thing to do:

Legal compliance - Avoid lawsuits and fines (PDF accessibility lawsuits are increasing)

Larger audience - Reach 27% of the population with disabilities

Better SEO - Search engines love structured, tagged content

Improved usability - Accessible documents are better for everyone

Future-proofing - Regulations are tightening worldwide

The Bottom Line

Making PDFs accessible isn't as hard as it seems:

Start with good source documents

• Use Word styles
• Add alt text
• Write good link text

Convert properly

• Use accessibility options when exporting
• Keep tags and structure

Fix what exists

• Run OCR on scanned docs
• Add missing alt text
• Fix reading order

Test your work

• Use accessibility checkers
• Try a screen reader
• Navigate by keyboard

Every step toward accessibility helps someone. You don't have to be perfect to start making a difference.

Ready to make your PDFs accessible?

Add OCR to Scanned PDFs →

Your documents. Readable by everyone.

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Last updated: December 20, 2025