Overview
This guide offers a step-by-step process for creating accessible PDFs from common source files like Word, PowerPoint, and InDesign. By following the outlined levels, you can ensure your documents are readable and navigable for all, including those who use assistive technology. The guide details how to build a fully accessible PDF, from initial file preparation to using advanced tools for verification.
To get started, consider where your PDF was created. If it's from Word, PowerPoint, or InDesign, you'll get the best results by making the source file accessible before you convert it to a PDF.
Note: For InDesign files use our Accessible InDesign Document
Level 1: Start Here
Goal: Ensure your file is viewable, text is searchable, and a source file is located (if available).
- Locate the original file.
- Review readability and ensure content reads left to right, top to bottom.
End Result: PDF is minimally usable and ready for remediation.
Level 2: Building Blocks
Goal: Use the styles, Microsoft tools and accessibility checker to structure the content so assistive technology can begin to interpret it.
- Make the source file accessible using the Six Essentials of Accessibility.
- Make sure images are inline with text and Microsoft tools are used to implement accessibility.
- Export as tagged PDF.
End Result: Ensure pre-export accessibility elements are added or confirmed.
Level 3: Reviewed for Accessibility
Goal: Use tools like Acrobat’s Accessibility Checker and manual checks (without a screen reader) to confirm logical reading flow.
- Check the reading order by walking the tags tree.
- Confirm the following:
- Headings follow a clear structure (e.g., H1 → H2 → H3).
- Tables are properly tagged and ordered.
- Confirm the following:
- Confirm image descriptions are meaningful.
- Use Acrobat’s Accessibility Checker and fix flagged issues.
End Result: PDF has structure, accessible images and tables and passes accessibility checks.
Level 4: Verified Accessible
Goal: Confirm with advanced tools (like PAC) that your PDF works well with assistive technology.
- Use PAC for a deeper accessibility check. Use the PAC Common Errors YouTube Playlist to update your PDF.
- Use PAC’s visual reports to guide you without having to use screen reader needed.
End Result: PDF is accessible and WCAG-compliant.
Resources
For more, review these additional resources:
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