How to Create and Check Accessible PDFs in Adobe Acrobat
Question details
The user needs instructions and resources to make a PDF accessible and verify its compliance with Section 508 accessibility standards.
- Product
- Adobe Acrobat
- Device & OS
- not provided
- Scenario
- Creating a new PDF or modifying an existing one to ensure it is accessible to users with disabilities and compliant with formal standards.
- Observed behavior
- The user wants to successfully apply document tags, define reading order, provide alternative text, and run an accessibility check to identify and fix structural issues.
Ensure you have the full version of Adobe Acrobat Pro installed, as the free Acrobat Reader does not include advanced accessibility checking and tagging tools.
Use Acrobat's Accessibility Tools to Make PDFs Accessible
Utilize Adobe Acrobat's built-in Action Wizard and Accessibility tools to structure the document, set language, and run the accessibility checker.
Adobe Acrobat Pro includes a dedicated suite of tools specifically designed to identify structural issues, apply proper document tags, and ensure compatibility with screen readers.
Running the built-in checker will automatically flag missing alternative text, illogical reading orders, and missing language definitions.
Open your PDF in Adobe Acrobat Pro, go to the 'Tools' menu, and select 'Action Wizard'.
Click on 'Make Accessible' from the Actions List and click 'Start' to begin the guided process. Follow the prompts to set the document title, language, and identify form fields.
When prompted by the wizard, add descriptive Alternative Text to any images or figures found in the document so screen readers can interpret them.
Navigate to 'Tools' > 'Accessibility' and select 'Accessibility Check' (Full Check). Click 'Start Checking' to run a diagnostic on the document.
Review the Accessibility Report in the left-hand navigation pane. Right-click any items marked as 'Failed' and select 'Fix' to resolve the structural or reading order issues.
Consult Official Resources and Accessibility Training
Review external resources, video tutorials, and official guides to master PDF accessibility workflows for complex documents.
Create Accessible PDF Documents using WPS Office
You can build accessible document structures natively in WPS Office. By properly using headings, alt text, and styles in WPS Writer, you can export a highly accessible PDF without needing expensive third-party software.
- 1. Structure with Headings: Open WPS Writer and format your document using standard Heading styles (Heading 1, Heading 2) from the Home tab to ensure a logical reading order.
- 2. Add Alternative Text: Right-click any images or charts in your document, select 'Format Object', and add descriptive Alternative Text for screen readers.
- 3. Format Tables Properly: Ensure all tables have clearly defined header rows and avoid using merged cells or floating text boxes that disrupt reading order.
- 4. Export to PDF: Click 'Menu' > 'Export to PDF' to save your document as a PDF while preserving the structural tags created in WPS Writer.
Frequently Asked Questions
What is an accessible PDF?
An accessible PDF includes structural tags, a defined reading order, alternative text for images, and appropriate language settings. These elements allow assistive technologies, such as screen readers, to interpret and read the document correctly for users with disabilities.
Why is my PDF failing the Adobe Accessibility Check?
Common reasons for failing an accessibility check include missing document titles, untagged images (missing alternative text), undefined document language, and incorrect reading orders. The Accessibility Checker report will highlight the specific errors so you can right-click and fix them.
Can I check PDF accessibility with free software?
The free Adobe Acrobat Reader can use the 'Read Out Loud' feature to test basic reading order, but running a full Accessibility Check and modifying document tags typically requires a premium PDF editor like Adobe Acrobat Pro.
What does Section 508 compliance mean for PDFs?
Section 508 is a US law requiring federal agencies to make their electronic and information technology accessible to people with disabilities. For PDFs, this means adhering to specific accessibility standards (like WCAG 2.0 or 2.1) to ensure the document is fully usable by individuals relying on assistive tech.
