Creating Accessible Content: Adobe PDFs and Other Documents

Documents such as PDFs, Word files, spreadsheets and presentations should be accessible to all users, including individuals using assistive technologies. Using headings, descriptive links, alternative text and clear structure improves usability for everyone.

Use the guidance on this page to help create accessible documents for instruction, communication, marketing and other university purposes.

Before You Create a PDF

PDFs can be difficult to make fully accessible, especially when created from scanned documents or complex layouts. When possible, share content as an accessible webpage (HTML), Word document or Google Doc. These formats are easier to maintain, work better across devices and are typically more accessible.

Use PDFs only when a fixed layout is required for printing or when a document must remain unchanged as an official record.

Who Is Responsible?

Anyone who creates, uploads, edits or distributes PDFs and other documents is responsible for helping ensure those materials are accessible. This includes faculty, staff, departments and units using documents for academic or business purposes.

What Standards Must Be Met?

Documents should align with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA and support the requirements of Title II of the Americans with Disabilities Act (ADA).

What to Do

Use the following best practices to help ensure documents are accessible.

When Creating or Fixing PDFs

• Run an accessibility check to identify issues and ensure document title, language and tags are set
• Ensure proper structure using headings, lists and tables with correct reading order
• Add alternative text for images and figures
• Define table headers and simplify complex tables where possible
• Create accessible forms with labels, instructions and keyboard navigation
• Add bookmarks for longer documents
• Ensure sufficient color contrast and visible focus indicators
• Avoid security settings that block assistive technologies
• Re-check accessibility and review manually before publishing

Scanned or Image-Based PDFs

• Avoid using scanned documents when possible
• If necessary, use OCR (optical character recognition) to convert images of text into readable text
• Review and correct errors introduced during OCR

Creating Accessible Source Documents

• Use proper heading structure (H1, H2, H3) to organize content
• Ensure logical reading order
• Use built-in list and table tools rather than manual formatting
• Add meaningful alternative text for images
• Use descriptive link text
• Ensure sufficient color contrast and avoid color-only meaning
• Set document language and include a clear title
• Use readable fonts and appropriate font sizes

Exporting to PDF

• Use “Export to PDF” options that preserve accessibility tags
• Verify that headings, reading order and bookmarks transfer correctly

Support

To request training or learn more about available opportunities, contact the appropriate area:

• Academic content:  Center for Excellence in Teaching and Learning (CETL) 
• Website, social and university communication content: Web Operations
• Instructional technology, supported tools and software: Information Technology and Support Services

What Tools Are Available?

• Adobe Acrobat Pro for reviewing and remediating PDFs
• Accessibility checkers built into Microsoft Word, Excel and PowerPoint
• PDF Accessibility Checker (PAC) – a free tool for testing PDF accessibility and identifying compliance issues

Training and Resources

• PDF Review and ADA Compliance Instructions (SVSU)
• WebAIM: PDF Accessibility
• Make your Word documents accessible
• Accessibility best practices for Excel
• Adobe: Create and verify PDF accessibility