PDF files are widely used across different industries and fields; however, not all PDFs are designed with accessibility in mind. Accessible PDFs play a crucial role in providing individuals with disabilities equal access to information. In this article, we will look more closely at what an accessible PDF is and why it matters. Additionally, we will show you how to tag a PDF using Adobe Acrobat Pro and Microsoft Word to ensure it is accessible to everyone.
What is an Accessible PDF
An accessible PDF is a document designed to be read by assistive technology, such as screen readers, which can convert text to speech, braille displays, and other devices. As a result, people with disabilities can access information and perform tasks that are otherwise difficult or impossible.
The key aspect of making a PDF accessible is the process of tagging. Tagging a PDF means adding hidden metadata to the document, which provides structure and context to the content.
Why Tag PDF
Tagging a PDF is a crucial step in creating an accessible document. When you tag a PDF, you give the document a structure that enables assistive technology to navigate the content more easily.
Without proper tagging, a PDF can be difficult or even impossible for people with visual impairments or other disabilities to access. Screen readers may read the content out of order, skip important information, or fail to recognize headings, images, and other elements that provide context and structure to the document.
By tagging a PDF, you ensure all the content is properly organized and formatted. This makes the document more accessible and also shows a commitment to inclusivity and accessibility, which is essential in today's digital landscape.
Characteristics of Accessible PDF Files
PDFs designed to be accessible have a range of characteristics, which may include but are not limited to the following:
- Searchable Text: Before addressing accessibility in the document, scanned images must be converted into searchable text using optical character recognition (OCR).
- Fonts that allow Characters to be Extracted to Text: The fonts in an accessible PDF must contain enough information for software to correctly extract all characters as text for purposes other than displaying text on the screen.
- Other Interactive Features: Hyperlinks and Navigational Aids Links, bookmarks, headings, a table of contents, and a preset tab order for form fields are examples of navigational aids that can be used in a PDF to help users efficiently access information without having to read through the entire document. Bookmarks, which can be created from document headings, are particularly helpful in allowing users to easily navigate to specific sections.
- Document Language and Title Indication: Specifying the document language in a PDF enables some screen readers to switch the current speech synthesizer to the appropriate language, allowing correct pronunciation of content in different languages.
- Security that will not interfere with Assistive Technology: The text of an accessible PDF must be available to a screen reader. Acrobat's security settings can be configured to protect document content without interfering with a screen reader's ability to convert the on-screen text to speech or Braille.
- Document Structure Tags and Proper Reading Order: Document structure tags in a PDF define the reading order and identify headings, paragraphs, sections, tables, and other page elements. The tag structure also allows documents to be resized and reflowed for viewing at larger sizes and on mobile devices.
- Alternative Text Descriptions for Non-Text Elements: Images and interactive form fields need alternative text so they can be understood by screen reader users. Replacement text can provide more meaningful descriptions than link text alone, and tooltips and alternative text for images can help users with learning disabilities. Multimedia equivalents, including audio and video, must also be provided.
How to Make a PDF Accessible: Tagging PDF Content
The first step in creating accessible PDF files is to tag the content correctly. This includes identifying headings, paragraphs, tables, images, and other elements. Proper tagging is essential for navigating and understanding the document.
For example, a screen reader needs to know which part of the document is a heading so it can announce it to the user.
When tagging content, it is also crucial to ensure the reading order is correct. The reading order should follow the visual order of the content.
For example, if a table is placed after a paragraph, it should be read after the paragraph. Not following the reading order can confuse users and make the document inaccessible.
How to tag a PDF file for accessibility using Adobe Acrobat Pro
Adobe Acrobat Pro provides a built-in tagging feature that allows users to tag PDF content manually or automatically.
To add tags to a PDF using Adobe Acrobat Pro, follow these steps:
- Open your Tags Panel so you can easily tag your document.
- With your PDF file open, click View in the menu bar.
- Go to Show/Hide, then Navigation Panes. Select Tags from the list.
- A tag tree will appear in a new window docked on the left sidebar.
- To open the Tags panel, click the tag icon.
Auto Tagging an Untagged PDF
If a document is untagged it will display the words No Tags Available as its root and no structure tree will appear. Sometimes a document may not be considered tagged by Acrobat even though it looks like it is tagged in the Tags panel. To indicate the document is tagged, right-click on Tags and select Document is Tagged PDF from the list.
How To Autotag a PDF
To autotag your document, do the following:
Method 1:
- Click Tools menu.
- Click Accessibility in the Protect & Standardize section. The Accessibility option will also appear as a shortcut in the right-side navigation menu.
- Click Autotag Document.
Method 2:
- From the Tags panel, right-click on No tags available.
- Select Add Tags to Document.
How To Check and Correct the Existing Tags
The tag panel lets you see all the tags in your current document. You can edit these tags as needed and see which part of the document each tag is applied to.
To view all the tags for the document:
- Open the Tags panel, hold the Control key and click on > next to Tags to show all tags and the structure tree.
- Right-click on Tags and select Highlight Content from the list.
- Click a specific tag in the tag tree to see which content it is tagging in the document.
NOTE: Adobe Acrobat Pro has a built-in accessibility checker that can help identify tagging errors and other accessibility issues in a PDF file. Running an accessibility checker can be a helpful step in ensuring that the PDF is fully accessible.
How to tag a PDF file for accessibility using Microsoft Word
Using Word for Windows
- Open the Word document you want to convert to a tagged PDF.
- Go to File > Save As.
- In the "Save as type" dropdown, select PDF.
- Click the "Options" button.
- In the "PDF Options" dialog box, select "Document structure tags for accessibility" and check Create bookmarks using and the Headings option.
- Click "OK" to close the dialog box.
- Click "Save" to save the tagged PDF.
Using Word for Mac
In Microsoft Word for Mac, you can save your document as a tagged PDF by following these steps:
- Select File > Save As (or press Command+Shift+S).
- Type the file name in the Save As text box, then choose where you want to save the file.
- In the Save As dialog, go to the File Format drop-down box.
- Use the Down Arrow to browse file types and select PDF.
- Select the radio button "Best for electronic distribution and accessibility (uses Microsoft online service)."
- Select Save.
Conclusion: Accessible PDF
Making PDFs accessible through proper tagging is crucial so everyone can access and use the information in them, regardless of their abilities.
By following the steps in this post, you can make your PDFs more accessible and improve the user experience for everyone. Remember to test your PDFs to ensure they meet accessibility standards.
With these tips and some practice, you will be on your way to creating more inclusive PDFs that benefit everyone. Give it a try and see how easy it can be to create accessible PDFs.
