PDF Accessibility Checklist

1. Why Accessible PDFs Matter

Accessible PDFs ensure that all users, including those using assistive technologies like screen readers, can navigate and understand the document content equally. They are often a legal requirement and promote inclusivity.

2. General Rules for PDF Accessibility

• Use proper headings to structure content logically.
• Provide alternative text for meaningful images.
• Ensure reading order is logical and matches the visual order.
• Tag all content properly (headings, paragraphs, lists, tables).
• Use accessible fonts and maintain sufficient color contrast.
• Ensure links are descriptive (avoid "click here").
• Use tables for data only, not for layout.

3. Creating Accessible PDFs from Microsoft Word

• Use Word's built-in Styles for headings and lists.
• Set alternative text for images via the "Alt Text" pane.
• Use built-in tools for tables with simple structures and headings.
• Run Word's Accessibility Checker before exporting.
• Save As PDF using "Best for electronic distribution and accessibility" option.

4. Creating Accessible PDFs from Microsoft Excel and PowerPoint

• In Excel, define table headers and avoid merging cells unnecessarily.
• Use simple tables and clear tab order.
• In PowerPoint, use built-in layouts rather than text boxes for content.
• Assign alt text to images and charts in both Excel and PowerPoint.
• Export using accessible PDF options in Save As.

5. Converting Google Docs to Accessible PDF

• Use Styles (Headings 1, 2, etc.) for document structure.
• Add alt text to images (Right-click → Alt Text).
• Download as PDF via "File" → "Download" → "PDF Document".

6. Converting HTML to Accessible PDF

• Ensure HTML uses semantic tags correctly (h1-h6, ul, ol, etc.).
• Use "Print to PDF" options carefully; ensure structure is maintained.
• Use specialized software if needed to preserve semantics.

7. Creating Accessible PDFs Using Adobe Acrobat

• Use "Make Accessible" wizard to auto-tag content.
• Manually inspect and fix tagging issues (especially tables and forms).
• Set document properties (Title, Language, etc.).
• Run "Accessibility Checker" in Acrobat Pro.

8. Creating PDFs Using Web APIs

• Use APIs that support tagging (e.g., Adobe PDF Services API).
• Ensure the API documentation mentions support for accessibility features.
• Post-process PDFs with tools like Acrobat if needed for manual adjustments.

9. Final PDF Accessibility Checklist (Quick Summary)

• Proper heading structure is applied.
• All images and non-text content have alt text.
• Reading order matches visual layout.
• Interactive elements are tagged properly (forms, links).
• Color contrast is sufficient.
• Document properties (language, title) are set.
• Accessibility check has been run and remediations applied.