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.
Is your PDF…
- Made from Word, PowerPoint, or InDesign?
Making the files accessible before conversion results in the most accessible PDFs.
Note: For InDesign files use our Accessible InDesign Documents Playlist
Level 1: Start Here
Goal: Ensure the source file is located.
- Locate the original file and review readability and ensure content reads left to right, top to bottom.
Note: If the source file is unavailable, you may need to recreate the file.
End Result: A Word or PowerPoint file to remediate. Source files are often easier to remediate than PDFs.
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.
- If you are unfamiliar with remediating Word or PowerPoint files, access our Digital Accessibility training recordings to learn how to apply fixes.
- Complete remediation as shared in our trainings.
- Export as tagged PDF.
End Result: Ensure pre-export accessibility elements are added and export to Adobe.
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:
Support
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