Introduction

PDF remediation is the process of ensuring a PDF document can be fully accessed and understood by individuals using assistive technologies such as screen readers, keyboard navigation, and alternative input devices.

Under Title II of the Americans with Disabilities Act (ADA), public institutions must ensure digital documents meet accessibility standards aligned with WCAG 2.1 Level AA and PDF/UA requirements.

Unlike Word or web pages, PDFs do not automatically communicate structure to assistive technology. Accessibility must be intentionally added through tagging, reading order correction, alternative text, and document properties. This page will step you through the lengthy process of correcting (remediating) an existing PDF to ensure compliance.

Before you begin

Required Software

• Adobe Acrobat Pro (not Acrobat Reader). If you do not have Adobe Acrobat Pro, you will need to purchase a copy of the software through the University Software Licensing Program

Recommended Preparation

• • Save a working copy of your PDF and keep the original, untouched version separate.

  • Confirm you are using the latest Acrobat version and that it is indeed Adobe Acrobat Pro.

  • Close other editing tools to avoid tagging conflicts

Step 1: Determine Whether the PDF Is Already Tagged

Tags provide the structural backbone that screen readers rely on because they tell assistive technology what something is — not just how it looks. While sighted users visually interpret size, spacing, color, and layout to understand meaning, screen readers cannot “see” design. Instead, they read the underlying HTML tags to determine the role, hierarchy, and purpose of each element on a page.

Proper tags create a logical map of the content. For example, heading tags (<h1>–<h6>) establish page structure and allow screen reader users to jump between sections quickly, much like scanning bold headings visually. List tags (<ul>, <ol>, <li>) inform the reader that items belong to a grouped set, announcing how many items exist and their order. Form labels (<label>) connect instructions to input fields so users know exactly what information is being requested. Buttons, links, navigation regions, and landmarks each have specific tags that signal how a user can interact with them.

Without correct tags, content becomes a flat stream of text with no hierarchy or context. A screen reader may still read the words, but users lose the ability to navigate efficiently, understand relationships between elements, or interact confidently with controls. In essence, tags transform a webpage from a visual layout into a structured, navigable experience — enabling assistive technologies to communicate meaning, not just content.

Check Tag Status

1. Open the PDF in Adobe Acrobat Pro

2. Select File → Properties

3. Choose the Description tab

4. Locate Tagged PDF and see if the answer is Yes or No

Step 2: Automatically Tag the PDF (if not tagged)

Tags are the structural “skeleton” that screen readers rely on. If a PDF is untagged, it is almost never accessible.

1. In All tools → Prepare for accessibility

2. Select Automatically tag PDF

3. If Acrobat generates an Add Tags Report, review it for pages/areas flagged as problematic.

Result

Acrobat creates a tag tree and a first-pass structure you’ll refine in later steps.  

Step 3: Use the Reading Order Tool (Manual Corrections)

This is where you do the real remediation work: headings, paragraphs, figures, artifacts, and sequencing.

1. In Prepare for accessibility choose Select Reading Order

3. In the Reading Order dialog, select:

• Show Order Panel (so you can reorder content)

• Optional: Show Page Content Groups / Page Content Order for deeper inspection

What to Fix Here

• Headings tagged as Heading 1/2/3 appropriately

• Text blocks tagged as Paragraph

• Columns that read in the correct left-to-right order

• Captions associated with the right figure/table

• Orphaned content (random callouts, footers, sidebars)

Result

The page content is grouped and ordered logically for assistive technology.

Step 4:  Add Alternative Text and Mark Decorative Items

Images must either:

• have meaningful Alternative Text, or

• be marked as Background/Artifact if decorative.

Add Alt Text or Mark as Decorative

• In the Prepare for Accessibility pane, select Add Alternate Text

• A dialog box will appear stating Acrobat will detect all figures in this document and display associated alternate text.

• Click OK

• Add alternate text describing the purpose/meaning (not just what it looks like)

• Click the Blue advance arrow to move to the next image. Repeat the process of adding alternative text.

• If the item is a decorative figure, click the Decorative figure checkbox. Decorative items should not be read aloud.

  • • Examples:

      • Borders

      • Background graphics

      • Repeated visual elements

• When finished, click Save & Close

Result

Screen readers announce meaningful visuals and skip decorative clutter.

Step 5: Check Links and Form Fields

Interactive elements such as hyperlinks and form fields must be accessible to users who rely on screen readers, keyboard navigation, or alternative input devices.

If links or form controls are not properly tagged and labeled, assistive technology users may hear unclear announcements such as “link,” “button,” or “edit field” without understanding what action the control performs.

Accessible links and forms ensure users can both understand and interact with document content independently.

Verify Hyperlinks

Accessible links must be:

• Programmatically recognized as links

• Descriptive and meaningful when read aloud

• Usable with keyboard navigation

• Included in the document’s tag structure

1. Select All tools → Edit a PDF

2. Choose Link → Add or Edit a Link

3. Drag a rectangle around the link text

4. Select: Open a web page

5. Enter the full URL

6. Select OK

Result

The link becomes keyboard accessible and recognizable to assistive technology.

Ensure Link Text Is Descriptive

Screen reader users often navigate by jumping through links only.

They may hear a list such as:

“Click here… Click here… Read more… Click here…”

This provides no context.

Replace vague phrases like:

• Click here

• Learn more

• Read this

With meaningful descriptions:

• View the Accessibility Policy

• Download Course Syllabus (PDF)

• Register for Training Workshop

Confirm Links Are Tagged Properly

1. Open the Tags panel

2. Expand the tag structure

3. Locate link text

Result

Screen readers recognize the content as an interactive link rather than plain text.

Check Form Fields (If the PDF Contains Forms)

Forms introduce additional accessibility requirements because users must be able to understand instructions and complete fields without visual cues.

Open Form Preparation Tools

1. Select All tools

2. Choose Prepare a form

Acrobat highlights all detected form fields.

Result

You can review field names, labels, and interaction order.

Verify Each Field Has an Accessible Label

Screen readers do not read placeholder text reliably.

They rely on the field’s internal label (tooltip).

1. Double-click a form field

2. Open the General tab

3. Enter a clear description in Tooltip

Check Tab Order (Keyboard Navigation)

Keyboard users move through forms using the Tab key. Incorrect tab order creates confusion and makes forms unusable.

1. Open the Prepare a form tool

2. In the fields panel, select More → Set Tab Order

3. Choose: Order Tabs by Structure OR manually drag fields into logical order.

Result

Focus moves logically from top to bottom and left to right.

Ensure Fields Are Tagged

1. Open the Tags panel

2. Confirm each field appears within the tag tree

Form controls should exist inside the document structure so assistive technology can locate them.

Test Keyboard Accessibility

Without using your mouse:

1. Press Tab

2. Move through every field

3. Confirm:

•   Focus indicator is visible

•   Fields activate correctly

•   Checkboxes toggle using spacebar

•   Dropdown menus open via keyboard

Result

Users who cannot use a mouse can complete the form independently.

Step 6: Run Check for Accessibility

Once all of the items have been remediated, it is time to check for accessibility using the built-in Accessibility Checker in Adobe Acrobat Pro

• Click Check for accessibility. The Accessibility Checker Options window appears.

• Click Start Checking

• The Accessibility Checker panel will appear with any errors or omissions.

• Expand each group to explore what the issue is. There will always be two items that appear. You will have to manually verify that the document does indeed pass the logical reading order and color contrast manually. To learn more about these items, please visit the WCAG Accessibility Page for more details. 

  • Logical Reading Order - Needs manual check

  • Color contrast - Needs manual check

• For all remaining items, right-click on the issue to learn more about the issue and fix it accordingly. 

• A fully accessible document will have zero exceptions and issues and no bold items in the accessibility checker panel. 

See Also

This should be a list of links that are related to this page:

University of Maryland Baltimore Digital Accessibility Page 

University of Maryland Health Sciences and Human Services Library Accessibility Resources

WCAG 2 Overview