Embedded Files
PDFs are difficult to make accessible because they rely on both a visual layout and a separate tagged structure used by assistive technologies. If these layers are not aligned, screen readers may interpret content incorrectly. Reading order is often based on the order in which elements were added rather than logical flow, tables require complex manual tagging, and poorly structured source files make remediation difficult (“garbage in, garbage out”). Scanned PDFs add another barrier because they are essentially images of text unless OCR is applied.
Do you really need a PDF?
Do you really need a PDF?
Before you make a PDF document, please consider whether you really need one!
The best way to make an accessible PDF is to make your content accessible before turning it into a PDF!
1. Is the content intended to be read on a computer?
Yes → Don't use a PDF - Publish as a web page (HTML) instead. Why? Because it is easy to make accessible and to search. If you post on a website, you don't need to also post a PDF.
No → Continue.
2. Does the document require fixed formatting for printing (e.g., official forms, reports, or publications)?
Yes → A PDF may be appropriate. Make sure it is properly tagged and accessible.
No → Continue.
3. Is the content primarily text, instructions, or information that changes regularly?
Yes → Don't use a PDF -Use a web page or shared Google Doc.
No → Continue.
4. Is the content data or tables meant for analysis or reuse?
Yes → Don't use a PDF - Provide CSV, Excel, or a data repository format.
No → Continue.
How to check for and fix PDF accessibility
How to check for and fix PDF accessibility
Already made your PDF? Please check to make sure it is accessible before sharing it. Use these tools to check your PDF and learn what you need to do bring it up to WCAG 2.1 AA level standards.
Adobe Acrobat Pro
Adobe Acrobat Pro
Use Adobe Acrobat Pro to check PDFs and make them accessible.
Tutorial on Adobe - Adobe Acrobat Help
Foxit Editor Pro
Foxit Editor Pro
Use Foxit PDF Editor in Word to create compliant PDF exports from Word.
PAVE 2.0 Accessibility Checker
PAVE 2.0 Accessibility Checker
Use PAVE online for free for non-confidential PDFs to check and fix accessibilty issues
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