From course syllabi and research reports to marketing materials, higher educational institutions rely heavily on PDFs to share information. When PDFs are inaccessible, students, faculty, staff, and clientele with disabilities may be unable to access essential content. Non-accessible documents can create barriers to communication, learning, and institutional effectiveness.

Making PDFs ADA-compliant is a legal and operational responsibility for institutions of higher education. If you are beginning this work, this guide covers the fundamentals and outlines practical steps for improving PDF accessibility.

The information below, along with this Accessible PDF Remediation Guide, can help walk you through making accessible PDFs.

Why Accessible PDFs Matter

Public universities, along with many private institutions, are required to provide accessible digital content under the Americans with Disabilities Act and Section 504 of the Rehabilitation Act. Accessibility requirements also align with the Web Content Accessibility Guidelines.

Accessible PDFs are essential for:

• Individuals who use screen readers or refreshable braille displays
• Those who navigate content by keyboard
• Users with color blindness, low vision, or cognitive disabilities
• Anyone who uses assistive technology or mobile devices

When materials are inaccessible, users may be unable to complete coursework, access services, or obtain needed information.

Start Accessibility at the Source

Note: See the Resource section at the end for more information regarding the information below.

Most PDFs begin as Word documents, Google Docs, InDesign, or other file types. Addressing accessibility when you create a document, rather than after exporting it, is the most efficient way to begin creating accessible PDFs.

Recommended practices include:

• Use built‑in text styles
• Create true lists (bullet and numbered) rather than manually formatted text
• Use table tools to define rows and columns
• Write clear and descriptive hyperlink text
• Set the correct document language
• Include Alternative Text for images that convey meaning, mark all others as decorative or artifact them.

Well‑structured source files typically result in more accessible PDFs and reduce the need for remediation.

Use Proper Tags to Support Assistive Technology

Tags provide the underlying structure that allows assistive technology to interpret a PDF correctly. Tagging enables users to navigate documents by headings, lists, tables, figures, and more. Without tags, a screen reader may read content out of order or make navigation difficult.

A properly tagged PDF includes:

• Logical heading hierarchy
• Tagged paragraphs, lists, and tables
• A clear and predictable reading order
• Decorative elements marked as artifacts

Provide Alt Text for Informative Images

When an image contains meaning relevant to the understanding of the content, it must include alternative text so all audiences can access it.

Effective alt text:

• Communicates the meaning or function of the image
• Is concise and relevant to the neighboring content
• Avoid phrases such as “image of” or “picture of”
• Leaves decorative elements untagged or marked as artifacts

Include a long description for complex visuals, such as tables and data charts.

Check Reading Order and Navigation

Layouts often differ from how assistive technology reads content since a sighted person can scan the page to find information. Accurate reading order is critical for screen reader users and keyboard navigation.

When reviewing PDFs, check:

• Reading order in the tag panel
• Headings precede the content they introduce
• Content flows logically from top to bottom

Make Forms and Fillable PDFs Accessible

Many PDFs include forms; these documents must be usable without a mouse.

Accessible PDF forms should:

• Include clear labels for all form fields
• Maintain a logical tab order
• Avoid instructions that rely on color alone
• Ensure error messages are readable by screen readers
• Be tested with keyboard navigation

Test and Improve Over Time

PDF accessibility is an ongoing process. Build accessibility into your standard workflows to reduce remediation efforts and improve consistency.

Quick Checklist: Accessible PDFs

Use this checklist when creating or reviewing PDFs:

Structure and Styles

• Built‑in heading styles are used appropriately
• True lists were created using the built-in tools
• Tables are formatted properly
• Document language is set correctly

Reading Order and Tags

• PDF is fully and properly tagged
• Reading order follows a logical order
• Decorative elements are marked as decorative or set to artifact

Images and Media

• Informative images include meaningful alt text
• Complex visuals have supporting text descriptions
• Data doesn’t rely on color alone for explanation

Links and Navigation

• Links use descriptive text
• Keyboard navigation is in the correct order
• Links have descriptive alternative text

Forms

• Form fields have labels
• Tab order follows a logical path
• Form fields have tooltips

Testing

• The accessibility checker has been run
• Manual review completed and verified

Resources

Contrast Checker – WebAIM

Creating Accessible PDFs – LinkedIn Learning

Image Accessibility Creator – ASU EdPlus

Guide to Writing Long Descriptions – AccessiblePublishing.ca

CITT Accessibility in 5 Series – University of Florida Information Technology

Digital Accessibility – UF Accessibility Office

Make your Word documents accessible to people with disabilities  – Microsoft

Make your PowerPoint documents accessible to people with disabilities  – Microsoft