How to Manage PDF Table of Contents and Accessibility Tags
Question details
The user wants to understand the best practices for structuring and tagging a Table of Contents (TOC) and bookmarks in an accessible PDF document.
- Product
- Device & OS
- not provided
- Scenario
- Creating or verifying an accessible PDF document that contains structured navigation like bookmarks and a visual table of contents.
- Observed behavior
- To ensure compliance with accessibility standards, users need to know if a TOC is mandatory alongside bookmarks and how to correctly apply TOC and TOCI structure tags to the document elements.
Ensure you have a professional PDF accessibility checker or the original source document (such as Microsoft Word) ready, as it is much easier to generate accurate accessibility tags during the initial file export rather than manually editing the PDF tree.
Tagging the PDF Table of Contents for Accessibility
Learn how to properly structure your TOC tags in a PDF to meet standard accessibility guidelines.
While a visible table of contents is not strictly required in every accessible PDF, bookmarks are highly recommended for large documents to aid screen readers and general navigation. If a visual table of contents is included, it must be properly tagged to be readable by assistive technologies.
Ensure the document has digital bookmarks (outline) configured to aid screen readers and provide quick navigation for all users.
If a visible Table of Contents is present on the pages, open your PDF tag tree and verify that the overall structure is wrapped in a main <TOC> tag.
Check that each individual entry inside the table of contents is tagged as a <TOCI> (Table of Contents Item).
Ensure every <TOCI> element is properly nested directly under the parent <TOC> tag in the logical reading order.
Do not mark the visual table of contents as a background artifact simply because digital bookmarks are available; it must remain structured and readable.
Generating Accessible PDFs from Source Documents
The most efficient way to ensure proper TOC tagging is to generate it correctly from your word processor before converting to PDF.
Use WPS Office to Create and Manage PDF Navigation
WPS Office provides a powerful PDF suite and an intuitive Writer tool that allows you to structure your documents with headings, automatically generate a Table of Contents, and seamlessly export to PDF while retaining navigational bookmarks.
- 1. Structure with WPS Writer: Open your source text document in WPS Writer and apply standard Heading styles to your chapter titles.
- 2. Generate a Table of Contents: Go to the References tab and insert an automatic Table of Contents so the document has a visual navigation page.
- 3. Export to PDF: Click Menu > Export to PDF. Ensure the settings are configured to convert headings to bookmarks.
- 4. Edit Bookmarks in WPS PDF: Open the resulting PDF in WPS PDF, navigate to the left-hand sidebar, and click the Bookmarks icon to review or manually add new navigation points.
Frequently Asked Questions
Is a visible Table of Contents mandatory for an accessible PDF?
No, a visible Table of Contents is not strictly required in every accessible PDF. However, having a digital bookmark structure (outline) is highly recommended for larger documents to help users navigate effectively.
Should I tag the Table of Contents as an artifact if I already have bookmarks?
No, you should not mark the Table of Contents as a background artifact just because bookmarks are present. Screen reader users and those who navigate visually still benefit from reading and interacting with the visual TOC.
What do TOC and TOCI tags mean in PDF accessibility?
TOC stands for Table of Contents, which acts as the parent tag for the entire section. TOCI stands for Table of Contents Item, representing each individual entry nested within the main TOC block.
How can I automatically create these tags without manually editing the PDF?
The easiest method is to use the native Table of Contents tool in authoring software like Microsoft Word, Adobe InDesign, or WPS Writer, and then ensure the option to include document structure tags is checked when saving or exporting as a PDF.
