How to Improve PDF Accessibility, Tagging, and Reading Order in Acrobat Pro
Question details
The user wants to improve the accessibility, structure tags, and reading order of a PDF document to ensure it is fully accessible to screen readers.
- Product
- Adobe Acrobat Pro
- Device & OS
- not provided
- Scenario
- Remediating a PDF document to ensure compliance with accessibility standards by correcting reading order, adding structural tags, and marking decorative elements as artifacts.
- Observed behavior
- The PDF requires manual and automated remediation because assistive technologies cannot logically read the document's unstructured or improperly tagged content.
Ensure you have access to Adobe Acrobat Pro, as the standard Acrobat Reader does not include advanced accessibility and tagging tools. If possible, locate the original source document (e.g., Word or Writer file) as fixing accessibility is often easier before exporting to PDF.
Use Acrobat Pro Accessibility Tools to Remediate the PDF
Use the built-in Accessibility Checker and Touch Up Reading Order tools in Acrobat Pro to manually fix tags and define the correct reading flow.
PDF remediation often requires a combination of automated checks and manual review. Relying solely on automated checks may miss logical reading order issues or incorrectly identify decorative graphics as important content.
Open your PDF in Acrobat Pro. Go to the Tools menu, select 'Accessibility', and click 'Accessibility Check'. Review the report to identify missing tags, missing alt text, or contrast issues.
In the Accessibility tool panel, select 'Reading Order'. Use this tool to draw rectangles around content blocks and define their logical sequence (e.g., Text, Heading 1, Figure) so screen readers read the page correctly.
Using the Reading Order tool, select any decorative elements (like background images or styling lines) that do not convey meaning. Click the 'Background/Artifact' button to hide them from assistive technologies.
Once tags and reading orders are corrected, save the document and test it using a screen reader like NVDA or JAWS to ensure the reading experience is smooth and logical.
Generate Well-Structured PDFs with WPS Office
The best way to ensure PDF accessibility is to create a properly structured source document. WPS Office Writer allows you to apply logical headings, add alternative text to images, and seamlessly export your work to a highly compatible, well-structured PDF.
- 1. Structure your Document: Open a new or existing document in WPS Writer and use the 'Styles' pane to apply Heading 1, Heading 2, and Heading 3 to organize your text logically.
- 2. Add Alternative Text to Images: Right-click any images or charts in your document, select 'Picture Tools', and add descriptive Alternative Text for screen readers.
- 3. Export to PDF: Click 'Menu', select 'Export to PDF', and ensure your structured document is saved as a new, accessible-ready PDF file.
Frequently Asked Questions
Why is reading order important in a PDF?
Reading order dictates the sequence in which assistive technologies, such as screen readers, present the document's content to users with visual impairments. A logical reading order ensures the document makes sense when read aloud.
What is a PDF artifact?
An artifact is a structural tag applied to decorative elements in a PDF, such as borders, page numbers, or background images. Tagging them as artifacts instructs screen readers to ignore them, reducing clutter for the user.
Can I automate PDF accessibility tagging?
While tools like Adobe Acrobat Pro offer an 'Autotag Document' feature, automated tagging is rarely perfect. You will almost always need to manually review and adjust the reading order and tags using the Touch Up Reading Order tool.
How do I prevent PDF accessibility issues from the start?
The most efficient workflow is to build accessibility into the source document. By using proper heading styles, formatting tables correctly, and adding alt text in your word processor (like WPS Writer) before exporting to PDF, you significantly reduce the need for Acrobat Pro remediation.
