How to make a PDF accessible, step by step

This method works for most everyday documents: reports, newsletters, flyers, policies and agendas. Complex forms and designed publications need more, but the same principles apply.

Part 1: Build it right in the source

Whether you use Microsoft Word, Google Docs or a design tool, these habits do most of the work.

1. Use real headings. Apply Heading 1, Heading 2 and so on from the styles menu. Do not just make text bigger and bold. Headings become the document's navigable outline.
2. Use real lists. Use the bulleted and numbered list buttons, not typed dashes or numbers.
3. Add alternative text to images. Describe what the image communicates in context, in a sentence or two. Mark purely decorative images as decorative.
4. Keep tables simple. Use a real table, set the first row as a header row, and avoid merged or split cells where you can. Never use a table just for layout.
5. Write meaningful link text. "Download the 2026 budget summary" instead of "click here".
6. Check contrast. Body text needs a contrast ratio of at least 4.5:1 with its background. Do not rely on color alone to carry meaning.
7. Set the document language and title in the file properties.
8. Run the built-in checker. Word and many design tools include an accessibility checker. Fix what it finds.

Part 2: Export with tags

1. In Word, use Save As or Export to PDF and make sure the options for document structure tags and accessibility are turned on. Printing to PDF usually throws the tags away.
2. In design tools, choose the tagged or accessible PDF export option and set the reading order before export.
3. Avoid scanning paper documents. If you must, run text recognition and expect to clean up the result.

Part 3: Check the PDF

1. Run an automated check. Acrobat Pro's accessibility checker or a free PDF/UA checker will flag missing tags, alternative text, title and language.
2. Review the tags. Open the tags panel and confirm headings, lists, tables and figures are tagged as what they are.
3. Check reading order. Make sure content reads in the logical order, especially with columns, sidebars and callout boxes.
4. Read the alternative text. Is it accurate and useful? Automated tools only check that it exists.
5. Test tables. Confirm header cells are marked so a screen reader announces them.
6. Listen to it. Open the file with a screen reader such as NVDA or VoiceOver and move through it by headings.

Fillable forms

Forms need extra work: every field needs a descriptive tooltip or label, fields need a logical tab order, required fields and formats must be stated in text, and the form must be completable with a keyboard. Ask whether a web form would serve people better. It usually does.

Common mistakes

• Printing to PDF instead of exporting, which strips tags.
• Text boxes and floating shapes that scramble the reading order.
• Alternative text that says "image" or repeats the file name.
• Charts with no text explanation of what they show.
• Scanned signatures pages or whole scanned documents with no text layer.
• Assuming a passing automated check means the document is accessible.

When to get help

Bring in remediation help for long or complex documents, large backlogs, legally important forms, and anything without a usable source file. See PDF remediation for how that work is scoped.

Common questions