Accessible PDF document
PDFs should only be used when there is a specific need for this format, determined through
research and in line with the Australian Government Style Manual. This is because PDFs can
often be inaccessible for a variety of reasons:
• PDFs have a fixed layout and do not work wel on different devices and with assistive
technologies (failing WCAG criteria 1.4.10).
• PDFs don't provide the necessary structure for screen readers to convey information
accurately.
• Complicated designs, images, and unusual fonts can make things even harder, especially
for people with a visual impairment.
• PDFs often lack helpful features like bookmarks and links, making it tough for users to
locate specific content.
When you find yourself in a situation where you have no choice but to use a PDF for publishing,
it's important to make sure that the PDF is easy to use for everyone and includes a
corresponding webpage version or a summary.
Creating an accessible PDF involves making the document usable for everyone, including those
who use screen readers, magnifiers, or other assistive technologies. However, it's important to
emphasise that achieving PDF accessibility can be quite challenging, and we advise against
using PDFs unless it's absolutely necessary for formatting your content.
Prepare your source document
It's essential to start with an accessible source document before converting your document to
PDF. Use a word processing software like Microsoft Word, Google Docs, or Adobe InDesign, and
fol ow these guidelines:
•
Use proper headings: Organise your content with headings and subheadings. Use built-
in heading styles (e.g., Heading 1, Heading 2) instead of manually formatting text.
•
Add alt text to images: For all images, charts, graphs, and non-text elements, provide
concise and descriptive alternative text. In Word, right-click an image, select 'Edit Alt
Text,' and add a description in the 'Alt Text' field.
•
Create meaningful hyperlinks: Use clear and descriptive link text that conveys the link's
purpose. Do not use generic terms like 'click here.'
Accessible PDF Document guide
•
Use accessible fonts and colours: Choose readable fonts (e.g., Arial, Times New Roman).
Ensure sufficient contrast between text and background colours for readability.
•
Properly format tables: Only use a table if there's no easier way to show your
information, like using a list or regular text. If your document must contain tables, use
table tools in your word processor to add column and row headers. Avoid merged or split
cells.
•
Run a final accessibility check: Running a final accessibility check in your source
document before exporting the final version is crucial to ensure that your content is
inclusive and can be accessed and understood by all individuals, regardless of their
abilities or disabilities.
For more detailed information refer to the Microsoft Word document instructions above.
Convert to PDF
Once your source document is accessible, follow these steps to convert it to a PDF.
•
Microsoft Word (Windows): Go to 'File' ''Save As' ''PDF' and select 'Options.' Ensure
that 'Document structure tags for accessibility' is checked.
Check accessibility with Adobe Acrobat Pro
We are using Adobe Acrobat Pro as an example of PDF remediation software, choose a software
relevant to your needs.
Converting an accessible document to PDF may create new accessibility issues. Adobe Acrobat
Pro offers tools to assess and enhance PDF accessibility. Here's how to check and fix accessibility
issues:
• Open the PDF in Adobe Acrobat Pro
• Go to 'Tools' ''Prepare for accessibility ''Accessibility Check.'
• Select 'Start Checking.'
Review the Accessibility Checker results. It wil identify issues that need attention.
Fix accessibility issues:
• issues like missing alt text, right-click the element and select 'Fix'.
• heading structure and reading order, use the 'Reading Order' tool in the 'Prepare for
accessibility' panel.
Accessible PDF Document guide
Re-run Accessibility Checker: After making changes, rerun the Accessibility Checker to ensure
al issues are resolved.
Set document properties
Set document properties to provide important information about the PDF. Setting document
properties ensures your readers know vital context.
•
Title: Go to 'File' ''Document Properties' ''Description' and enter a clear and descriptive
title, author, subject and keywords then select ‘Ok’ to save.
•
Language: Specify the document's language in the 'Advanced' tab of the document
properties. Go to 'File' ''Document Properties' ''Advanced' and set the language then
select ‘Ok’ to save.
Resources
Create and verify PDF accessibility
