Why Your PDFs Are Probably Inaccessible And How to Fix Them
Most organizations don’t realize their PDF documents create barriers for many users. Research shows 60-70% of digital platforms have significant accessibility barriers, and PDFs are often the worst offenders. You might have worked hard making your website accessible, only to undermine those efforts by sharing inaccessible PDF documents. This article breaks down the common problems with PDFs and gives you practical, step-by-step solutions to fix them, ensuring everyone can access your information regardless of disability.
The PDF Accessibility Challenge
PDFs are everywhere in our digital world. From government forms to educational materials, business reports to healthcare instructions, PDFs have become the standard format for sharing documents online. Their popularity makes sense – they maintain formatting across different devices and platforms, they’re easy to create, and they typically can’t be easily altered by recipients.
But this convenience comes at a cost. Most PDFs are created without accessibility in mind, making them unusable for many people with disabilities. When screen reader users encounter an improperly tagged PDF, they might hear nothing at all, or get a jumbled mess of text that makes no sense. People with motor limitations may find navigating through a PDF impossible if it hasn’t been properly structured.
Common Accessibility Issues in PDFs
Most accessibility problems in PDFs stem from how they’re created. Here are the issues we see most often:
- Missing document structure: PDFs without proper tagging are essentially digital paper – they look fine visually but contain no structural information that assistive technologies need.
- Poor reading order: When content doesn’t follow a logical sequence, screen readers jump around the document in confusing ways.
- Images without alternative text: Pictures, charts, and graphics without descriptions remain invisible to blind users.
- Inaccessible forms: Fields that can’t be filled using keyboard-only navigation or aren’t properly labeled.
- Scanned documents: PDFs created by scanning paper documents are actually just images of text – completely inaccessible to screen readers.
- Security settings that block access: Some security features accidentally prevent screen reader access altogether.
- Unclear link text: Links labeled as “click here” or “read more” provide no context about their purpose or destination.
Monica, a screen reader user we interviewed, shared her frustration: “When I open most PDFs for work, my screen reader just says ‘blank document’ or reads everything in a completely illogical order. It’s like trying to read a book where all the pages have been shuffled randomly.”
Legal Requirements for Document Accessibility
PDF accessibility isn’t just about being user-friendly – it’s often legally required. Several laws and regulations require digital documents to be accessible:
- Americans with Disabilities Act (ADA): Courts have consistently ruled that websites and digital documents fall under ADA requirements.
- Section 508 of the Rehabilitation Act: Requires federal agencies to make electronic information accessible, including PDFs.
- Web Content Accessibility Guidelines (WCAG): While not law itself, WCAG standards are often referenced in legal requirements.
The consequences of non-compliance can be significant. In 2022, a major university paid $2 million to settle a lawsuit after students couldn’t access course materials through the university’s learning management system, including inaccessible PDFs.
Comprehensive PDF Accessibility Requirements
Creating truly accessible PDFs means addressing multiple aspects of document design and structure. Let’s break down the essential requirements that make PDFs work for everyone.
Document Structure and Navigation
The foundation of an accessible PDF is proper structure. Without it, screen readers and other assistive technologies can’t interpret the document logically.
Heading Tags and Bookmarks
Just like on websites, PDFs need properly structured headings (H1, H2, H3, etc.) to create a navigable document outline. Headings help screen reader users understand the document’s organization and jump directly to specific sections.
A properly structured PDF should include:
- A single H1 for the main document title
- H2 tags for major sections
- H3 tags for subsections
- H4 tags for further subdivision when needed
When PDFs exceed 20 pages, bookmarks should also be added to provide additional navigation options. Think of bookmarks as a clickable table of contents that helps all users-not just those with disabilities-move through longer documents more easily.
Reading Order Organization
The reading order defines which content is read first, second, third, and so on. Visually, you might organize information in columns or with sidebars, but screen readers need a defined path through all this content.
Common reading order problems include:
- Columns being read across instead of down each column
- Sidebars interrupting the main content
- Footnotes appearing mid-paragraph
- Figure captions being read before or long after their images
When reading order is incorrect, the document becomes confusing or even meaningless. Jamie, who uses JAWS screen reader, explains: “I once opened a financial report where the screen reader jumped from paragraph one to a footer, then to a sidebar, then back to paragraph two. I couldn’t make sense of anything.”
Multi-column layouts present special challenges. To fix reading order in multi-column documents, you need to ensure each column is grouped separately and in the correct sequence.
Interactive Element Accessibility
PDFs often include interactive elements like form fields, buttons, and links that need special attention.
Form Fields and Controls
Forms are common in PDFs but present particular accessibility challenges. Unlike HTML, where visible labels are directly connected to form fields, PDF form fields require separate “Tooltip” text for screen readers.
For accessible form fields:
- Add the correct form field type (text field, checkbox, radio button, etc.)
- Include descriptive text in the Tooltip that matches the visible label
- Add proper tags to form fields
- Check and fix the tab order so users can navigate logically through the form
Interactive buttons in forms need:
- Clear, descriptive labels
- Alt text explaining their purpose
- Visible state changes (hover, focus, activated)
- Keyboard operability
Links and Navigation Elements
Links in PDFs should:
- Have descriptive text that indicates the destination
- Be properly tagged as link elements
- Be keyboard accessible
- Include the full URL in the link properties (for those who might print the document)
Avoid generic link text like “click here” or “more information.” Instead, use descriptive text like “Download the 2025 accessibility checklist” or “View our WCAG compliance report.”
Step-by-Step PDF Remediation Guide
Now that we understand what makes a PDF accessible, let’s look at how to fix existing PDFs that have accessibility issues.
Assessing Current PDF Accessibility
Before making changes, you need to know exactly what problems exist in your document.
Using Accessibility Checkers
Several tools can help identify accessibility issues in PDFs:
- Adobe Acrobat Pro Accessibility Checker: Go to Tools > Accessibility > Full Check to run a thorough scan that identifies many common issues.
- PDF Accessibility Checker (PAC): A free tool that checks for PDF/UA compliance and provides detailed reports.
- CommonLook PDF Validator: A plugin for Adobe Acrobat that tests against various accessibility standards.
- axesPDF: Useful for checking language settings and form fields.
These automated checkers are a good starting point, but they can’t catch everything. Some aspects of accessibility require manual checking.
Manual Inspection Points
After running automated tests, manually check these elements:
- Reading order accuracy
- Quality of alternative text
- Heading structure logic
- Color contrast sufficiency
- Link context and clarity
Try testing with actual assistive technologies. Open your PDF in Adobe Acrobat Reader and use a screen reader to navigate through the document. Does it read content in a logical order? Are all images described? Can you understand the document structure?
Fixing Document Structure
Once you’ve identified issues, you’ll often need to add or fix the document’s structure.
Adding Tags to Existing Documents
Many PDFs lack proper tags, which are essential for screen readers. To add basic tags in Adobe Acrobat Pro:
- Open the Accessibility tool panel from the Tools tab
- Select “Autotag Document” to create a basic tag structure
- Open the Tags panel from View > Show/Hide > Navigation Panes > Tags
- Review the generated tag tree for accuracy
Autotagging gives you a starting point, but you’ll almost always need to manually review and correct the tags. Make sure each element is identified by its correct role (heading, paragraph, list, etc.).
Correcting Reading Order
To check and fix reading order in Acrobat Pro:
- Go to Accessibility tools
- Select “Reading Order” tool
- The tool displays numbered regions showing the current reading order
- If the order is incorrect, you can fix it by:
- Using the Reading Order panel to select and reorder content
- Dragging tags in the Tags panel to reposition them
For multi-column layouts, you may need to select each column separately and mark it as a separate content block to ensure the correct reading sequence.
Making Images and Graphics Accessible
Visual elements need special attention to make them perceivable by everyone.
Alternative Text Implementation
To add alt text to images in Adobe Acrobat Pro:
- Right-click on an image
- Select “Edit Alternative Text”
- Enter a concise, descriptive alternative text
- Click “OK” to save the change
For decorative images that don’t add meaning to the document, you can mark them as “Decorative figure” so screen readers will skip them.
Complex Image Strategies
For complex graphics like charts and diagrams:
- Add brief alt text that identifies the graphic type
- Provide a longer description in the document text
- Consider including the data in a separate, accessible table
- Break down complex information into digestible parts
For tables, ensure they have:
- Proper table tags
- Header cells marked with TH tags
- Data cells marked with TD tags
- Scope attributes for header cells (row, column, or both)
Ensuring Form Accessibility
Interactive forms require extra steps to make them usable for everyone.
Adding Field Labels
For each form field:
- Right-click and select “Properties”
- Add a clear, descriptive Tooltip that matches the visible label
- Set the appropriate tab order
- Provide clear instructions for completion
Good form field labels should clearly indicate:
- What information is required
- Any specific format needed (like MM/DD/YYYY for dates)
- Whether the field is required or optional
Creating Accessible Form Controls
Different form field types need specific accessibility features:
- Text fields: Ensure they have clear tooltips and sufficient space for input
- Checkboxes and radio buttons: Group related options logically and ensure keyboard accessibility
- Dropdown menus: Make all options readable by screen readers
- Submit buttons: Provide clear labels and ensure keyboard accessibility
Remember that people using assistive technology access forms in different ways. Some may use a screen reader in reading mode to understand the form, then switch to edit mode to fill it out. Your form needs to be navigable and understandable in both modes.
Creating Accessible PDFs From Source Documents
It’s much easier to create an accessible PDF from the start than to fix accessibility issues later.
Microsoft Word Accessibility Features
Microsoft Word provides tools to create accessible documents that export well to PDF:
- Use built-in heading styles (Heading 1, Heading 2, etc.) rather than just making text bold or larger
- Add alt text to all images, charts, and graphs
- Use the Table tool to create tables, not tabs or spaces
- Run the built-in accessibility checker before exporting
- When saving as PDF, check “Document structure tags for accessibility” in the Options dialog
Word’s accessibility checker (Review > Check Accessibility) helps identify issues before you export to PDF, saving time and effort later.
Adobe InDesign Accessible Export Settings
If you’re creating PDFs from InDesign:
- Use paragraph styles for document structure
- Create and use proper heading styles
- Add alt text to images and objects
- Set up a logical reading order in the Articles panel
- When exporting to PDF, check “Create Tagged PDF” in the export options
InDesign’s accessibility features have improved significantly in recent versions, making it easier to create properly structured documents. Using paragraph and character styles consistently is key to maintaining proper document structure.
Testing PDF Accessibility
After creating or remediating a PDF, thorough testing is essential to ensure it actually works for users with disabilities.
Automated Testing Tools
Automated tools provide quick feedback on many accessibility aspects:
- Adobe Acrobat Pro Accessibility Checker examines document structure, alt text, reading order, and more.
- PDF Accessibility Checker (PAC) is a free tool that tests for PDF/UA compliance.
- AxesPDF focuses on WCAG conformance with detailed reports.
- CommonLook PDF Validator tests against multiple standards including WCAG and PDF/UA.
Each tool has strengths and limitations. PAC is particularly thorough for testing against PDF/UA standards, while Adobe’s built-in checker is convenient if you already use Acrobat Pro.
Screen Reader Testing Protocols
The most authentic way to test PDF accessibility is with actual screen readers:
- JAWS (Job Access With Speech)
- NVDA (NonVisual Desktop Access)
- VoiceOver (built into macOS and iOS)
- TalkBack (built into Android)
When testing with screen readers, verify these specific aspects:
- Document title is properly announced
- Heading structure allows for easy navigation
- Tables maintain context between headers and data
- Form fields are properly labeled and can be completed
- Links and buttons are accessible and their purpose is clear
Create specific testing scenarios that mimic real user journeys:
- Can a keyboard-only user navigate through the entire document?
- Can a screen reader user understand the document’s structure?
- Are all images properly described?
- Can all interactive elements be accessed and used with assistive technology?
Jamie, an accessibility tester who is blind, recommends: “Don’t just verify technical compliance. Actually try to complete tasks with the document using only a screen reader. If you can’t complete the task easily, your users probably can’t either.”
PDF Accessibility Checklist
Before publishing your PDF, verify these key accessibility features:
- Document is properly tagged with logical structure
- Reading order follows the visual layout appropriately
- Headings use proper hierarchy (H1, H2, H3)
- Images have meaningful alternative text
- Tables have proper header cells and structure
- Form fields have clear labels and instructions
- Links have descriptive text
- Document language is specified
- Document title is set and displayed
- Bookmarks are provided for documents over 20 pages
- Color is not used alone to convey meaning
- Text has sufficient contrast with background
- Security settings allow screen reader access
Using Automated Tools for Quick Insights (Accessibility-Test.org Scanner)
Automated testing tools provide a fast way to identify many common accessibility issues. They can quickly scan your website and point out problems that might be difficult for people with disabilities to overcome.
Visit Our Tools Comparison Page!
Run a FREE scan to check compliance and get recommendations to reduce risks of lawsuits
Final Thoughts
While technical accessibility is essential, truly inclusive PDFs go beyond minimum requirements:
- Use plain language whenever possible – this helps everyone, especially people with cognitive disabilities
- Include a summary at the beginning of complex documents
- Break up dense text with headings, lists, and white space
- Consider providing alternative formats (HTML, plaintext) for critical information
- Test with actual users with different disabilities
PDF accessibility isn’t just about compliance-it’s about creating equal access to information. When you make your PDFs accessible, you’re not just checking boxes; you’re opening your content to a wider audience and demonstrating your commitment to inclusion.
Mark, a business owner who implemented PDF accessibility throughout his organization, shares: “It seemed daunting at first, but once we built accessibility into our document creation workflow, it became second nature. Now our PDFs work better for everyone, not just people with disabilities.”
Ready to make your PDFs accessible? Start by running an accessibility check on your most important documents, and fix the issues one by one. Your users-all of them-will thank you for it.
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