PDF and Adobe Accessibility Standards

PDFs are among the most common accessibility barriers in higher education. Many PDFs are created from scanned documents or exported from Word or PowerPoint without preserving structure. When a PDF is not accessible, users who rely on screen readers or assistive technology may be unable to read or navigate the content. 

Accessible PDFs are required when documents are distributed to students, employees, or the public. 

Defining Accessibility: WebAIM: PDF Accessibility - Defining PDF Accessibility | webaim.org

Training Materials

Why Accessible PDFs Matter 

Accessible PDFs: 

  • Allow screen reader navigation 
  • Preserve logical reading order 
  • Support keyboard-only users 
  • Improve usability on mobile devices 
  • Reduce institutional risk 
  • Reflect content quality and professionalism 

PDF accessibility begins with the original source document. 

EICC Standard for PDFs

PDFs shared with students, employees, or the public must:

  • Be created from an accessible source document 
  • Include proper tags and reading order 
  • Include alternative text for meaningful images 
  • Include document language 
  • Use accessible tables 
  • Pass Adobe Accessibility Checker 

Scanned image-only PDFs are not accessible and must not be distributed without remediation. 

The most effective way to create an accessible PDF is to: 

  1. Create an accessible Word or PowerPoint document 
  2. Use proper heading structure 
  3. Add alt text 
  4. Use descriptive links 
  5. Run the Accessibility Checker 
  6. Export using “Save As PDF” with accessibility options enabled 

If the source document is not accessible, the PDF will not be accessible. 

Scanned PDFs are images of text and cannot be read by screen readers. 

WCAG alignment: Non-text Content (1.1.1) | w3.org

Avoid: 

  • Uploading scanned forms 
  • Posting scanned policies 
  • Distributing image-only documents 

If a scanned document must be used, it must go through: 

  • Optical Character Recognition (OCR) 
  • Tagging and remediation 
  • Accessibility review 

Accessible PDFs require tags that define structure: 

  • Headings 
  • Paragraphs 
  • Lists 
  • Tables 
  • Alternative text 

WCAG alignment: Info and Relationships (1.3.1) | w3.org

Tags allow screen readers to interpret document structure. 

In Adobe Acrobat: 

  1. Open “Accessibility” tools 
  2. Use “Autotag Document” if needed 
  3. Review and correct tag structure 
  4. Confirm logical reading order 

Adobe tagging guidance | adobe.com

Reading order determines how content is read by assistive technology. 

WCAG alignment: Meaningful Sequence (1.3.2) |w3.org

Verify: 

  • Content flows logically 
  • Columns are read in correct order 
  • Headers precede content 
  • Sidebars are placed correctly 

Adobe Reading Order Tool: Accessibility → Reading Order 

If alt text was not preserved during export, it must be added in Adobe Acrobat. 

WCAG alignment: Non-text Content (1.1.1) | w3.org

Alt text is required for: 

  • Charts 
  • Graphs 
  • Images 
  • Diagrams 

Decorative images must be marked as artifacts. 

PDFs must include document language so screen readers use the correct pronunciation rules. 

WCAG alignment: Language of Page (3.1.1) | w3.org

In Adobe Acrobat:

  1. File → Properties 
  2. Advanced 
  3. Set language (e.g., English) 

Tables in PDFs must: 

  • Include header rows 
  • Avoid complex merged cells 
  • Preserve logical structure 

If tables are complex, consider presenting content as an accessible web page instead. 

Use the Adobe Accessibility Checker (Required) 

Before distributing or posting a PDF: 

  1. Open “Accessibility” tool 
  2. Run “Full Check” 
  3. Review errors and warnings 
  4. Correct identified issues 
  5. Re-run check 

Adobe accessibility checker guidance | adobe.com

Automated checks do not replace manual review but are required before distribution. 

When to Avoid PDFs

Whenever possible, consider whether a PDF is necessary. 

Instead of posting a PDF: 

  • Post content directly on an accessible web page 
  • Share information in accessible Word format if appropriate 
  • Provide information in email body 
  • PDFs are appropriate for: 
  • Official documents 
  • Forms requiring fixed layout 
  • Finalized publications 

If a PDF can be replaced with an accessible web page, that option is preferred. 
  

Common Issues to Avoid 

  • Scanned image-only PDFs 
  • Missing tags 
  • Missing alt text 
  • Incorrect reading order 
  • No document language 
  • Complex multi-column layouts without proper structure 
  • Posting PDFs without running Accessibility Checker 

Quality and Professional Standards 

Accessible PDFs must also reflect: 

  • Clear organization 
  • Professional formatting 
  • Logical structure 
  • Accurate information 
  • Clean layout 

Accessibility supports clarity and institutional quality. 


Quick Check Before Posting a PDF

Before distributing or posting: 

  • Was the source document accessible? 
  • Is the PDF tagged? 
  • Is reading order correct? 
  • Is document language set? 
  • Do images have alt text? 
  • Does it pass Adobe Accessibility Checker? 
  • Is a PDF necessary, or could this be a web page? 

If yes, the PDF is ready for distribution. 
  

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