How to Create Accessible PDFs Using Screen Readers in Word and Acrobat
Question details
Users relying on screen reading software encounter major accessibility barriers when attempting to edit text, identify visual objects, or navigate layouts directly within Adobe Acrobat.
- Product
- Adobe Acrobat
- Device & OS
- not provided
- Scenario
- Modifying PDF content and navigating complex document layouts using assistive technologies like JAWS.
- Observed behavior
- Editing directly in Acrobat disrupts the underlying structural tags and creates significant reading order barriers, making the application unsuitable for heavy content modification by visually impaired users.
Ensure you have the original source file (such as a .docx) available, as modifying the foundation of a document is much more reliable in a dedicated word processor than inside a PDF editor.
Create and Edit in a Source Application
The most effective method for generating an accessible PDF is to write and edit the content in a dedicated word processor before exporting.
Adobe Acrobat was designed as an end-state document viewer rather than a word processor. Relying on it to modify text, move images, or alter layouts often breaks the underlying accessibility tags. The correct workflow involves making all content changes in the source authoring tool.
Open a word processor such as Microsoft Word or WPS Writer to open your original source document.
Apply native styles for headings, lists, and tables, and ensure all images have appropriate alt text so screen readers can interpret the document structure.
Use the 'Save As' or 'Export' feature in your word processor to create the PDF, making sure that options for 'document structure tags for accessibility' are enabled during export.
Use Adobe Acrobat Strictly for Accessibility Remediation
Limit your use of Acrobat to tagging, fixing reading orders, and verifying document compliance rather than heavy content editing.
Create Accessible Source Documents and Convert to PDF with WPS Office
Avoid the frustration of editing PDFs directly with a screen reader. Use WPS Writer to easily author, format, and structure your document before seamlessly exporting it as a highly compatible PDF.
- 1. Open WPS Writer: Launch WPS Office and create a new Writer document to serve as your easily editable source file.
- 2. Author Content with Styles: Use built-in Heading styles from the Home tab to create a structured, easy-to-navigate document hierarchy for screen readers.
- 3. Add Alt Text to Images: Right-click any inserted images and add descriptive alternative text so visually impaired readers can comprehend the visual context.
- 4. Export to PDF: Go to Menu > Export to PDF. This creates a finalized document without needing to edit complex layouts directly in a PDF editor.
Frequently Asked Questions
Why is it difficult to edit PDFs using screen readers like JAWS?
PDFs are primarily an output format utilizing complex absolute positioning for visual elements. Editing text directly often disrupts the document's underlying tag tree and logical reading order, making it extremely difficult for screen readers to navigate successfully.
Can I make an existing PDF accessible if I do not have the source document?
Yes, but it is a labor-intensive process. It requires using Adobe Acrobat's Accessibility toolset to manually add missing tags, set alternative text, and define reading orders. Structural text edits or layout shifts should still be avoided.
What standards should accessible PDFs meet?
Accessible PDFs typically aim to conform to WCAG (Web Content Accessibility Guidelines) and ISO 14289 (PDF/UA standards), ensuring that document content is perceivable, operable, and understandable for users relying on assistive technologies.
