General PDF Guidelines

The Source Document is supreme!

It is almost always easier to make a Source Document accessible and then convert it to a PDF--even if that means returning to the Source Document, making changes, and then re-converting it to a PDF.

Things to consider when creating a Source Document:

• Text is “true” (no images of text are used)
• Text has a contrast ratio of 7:1 and is readable when resized
• Color alone isn’t used to convey information or navigation
• Headings are utilized
• Alternative text is included for all images, figures, and other objects
• Links are self-describing
• Underlined text is reserved for hyperlinks only (do not use for emphasis)
• Lists, tables, and charts are properly formatted using built-in features
• Built-in layouts are utilized for presentation slides NOTE: do not use blank slide template
• Each presentation slide has a unique title
• Spreadsheets are created using header rows and column headings, cells are not merged, nested, or split, and blank cells are not used for formatting

The Tag Tree is in the Accessibility toolbar to the left of the document. It can be accessed by selecting the tag icon (it looks like a luggage tag).

The Tag Tree will include a list of tags such as <P> or <H1> or <TH>. For a full list of tags, see the Glossary of Tags. To view the content of a tag in the PDF, select the tag and the corresponding text should appear inside a blue outline within the document itself. If that does not happen, navigate to the drop-down menu above the Tag Tree and > Highlight.

Untagged PDFs do not provide a description of the logical structure and or relationship of document elements to users of assistive technology thereby making the file inaccessible. Documents that were converted to a PDF using > Print > Adobe PDF will always be untagged.

For detailed instructions, please refer to the Getting Started section of the PDF Accessibility Guide.

The Tag Tree needs to follow the logical order of the document. To determine if the Tag Tree follows a logical reading order, open the Tag Tree and select the first tag. The corresponding parts of the document will be enclosed in a blue box. Tab through the Tag Tree using your keyboard or mouse and watch the document. The information enclosed in the blue box should cycle through the document in the order it was intended to be read.

The accessibility of a PDF lives or dies within the Tag Tree so it is vital that tables, lists, form fields, and hyperlinks are tagged correctly. For specific instructions on how to correctly tag these objects within a PDF, see the Object Tags section of the PDF Accessibility Guide.