Document Accessibility

Ensuring a PDF document is accessible involves several steps to make sure that the content can be easily read and navigated by people with disabilities, particularly those using assistive technologies like screen readers. Scroll down for some tips on ensuring your documents are designed for access!

Use Accessible Document Authoring Tools

Start with an Accessible Source Document: Use programs like Microsoft Word or Adobe InDesign that allow you to create structured, accessible documents from the start.
Use Proper Headings: Structure your content using heading styles (e.g., Heading 1, Heading 2) rather than just increasing font size or making text bold.
Alt Text for Images: Add alternative text descriptions to images, graphs, charts, and other non-text elements.
Use Descriptive Links: Instead of using "click here," use descriptive text that conveys the purpose of the link (e.g., "View the accessibility guidelines").

Ensure Proper Tagging and Structure

Tagging Content: Use Adobe Acrobat or similar software to tag content appropriately. Tags define the structure of the document, such as headings, lists, and paragraphs, making it easier for screen readers to interpret.
Logical Reading Order: Make sure the tags are in a logical reading order that reflects the visual presentation.
Tables: Ensure tables are tagged correctly, with proper table headers, so that screen readers can navigate them efficiently.
Form Fields: If your PDF includes forms, ensure all fields are correctly tagged and labeled.

Check Colour Contrast

Sufficient Contrast: Ensure there is sufficient colour contrast between text and background to be readable by people with visual impairments.
Avoid Colour-Only Indicators: Don’t rely solely on colour to convey important information; use text labels or patterns as well.

Test with a Screen Reader

Use a screen reader (e.g., JAWS, NVDA) to navigate the PDF document. This helps to identify any areas where the document may be inaccessible.
The NVDA screen reader can be downloaded free of charge but donations are welcome,

https://www.nvaccess.org/download/