PDF

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PDF accessibility includes structural tagging, searchable text, and logical reading order, as well as headings, lists, links, and alternative text. Making a PDF accessible can be challenging and time-consuming, so we recommend avoiding the use of PDFs as your fully accessible document, if possible.

Limitations of PDFs
Appropriate Use of PDFs

Difficult to Update: PDFs are time-consuming to make accessible, and any edits—even small ones—must first be completed in the source document. Then each time a new PDF is created, you must reapply the accessibility settings in Acrobat Pro.
Not Mobile Friendly: PDFs don’t adjust to different screen sizes, so users often need to zoom and scroll extensively, which is difficult on mobile devices.
Challenging User Experience: PDFs often lack intuitive navigation features and interactivity, such as clickable tables of content, menus, or robust search tools. This makes longer documents harder to navigate compared to webpages.

Legal or Compliance Documents: When precise formatting, secure delivery, and an unalterable record are required.
Official Forms: When an online form is not feasible or when a fixed layout is necessary for signatures or standardized processing.
Print-Ready Materials: When documents must be printed in an exact, consistent format across all users and devices.

When a PDF Is Necessary

Ensure your source file (PowerPoint or Word ) is fully accessible before converting it to a PDF . Many accessibility features will carry over into the PDF , but you still need to review and make additional adjustments for the PDF to meet accessibility requirements.

Create a source file (PowerPoint or Word ) that meets all accessibility requirements. Then, create a PDF that may not be fully accessible, but if someone needs an accessible document, you have the source file ready for them.

How to Use the Adobe Acrobat Accessibility Checker

Open your PDF in Acrobat Pro and select All Tools.

Now choose Prepare for Accessibility. You may need to tap the View more button and scroll down and click Prepare for Accessibility.

Now click Check for Accessibility to open the dialogue box. In the dialog box, make sure that all options are checked to ensure a full audit is done on your document. Click Start Checking.

After Acrobat Pro reviews your document, the Accessibility Checker panel appears on the right, which lists the issues, which are categorized as Passed, Failed, or Needs manual check.

Best Practices

Make sure your PDF has a logical reading order. PDFs can display content in a different order than intended. Review and adjust the reading order, so it logically follows your intended flow of information.
Tag the PDF correctly. Tags define the document’s structure (headings, paragraphs, lists, etc). These are essential for accessibility. Adobe Acrobat Pro allows you to view and edit tags.