PDFs that lack accessibility features can pose serious barriers for people with disabilities. To ensure your documents are usable by all, apply core accessibility principles during creation and before sharing. Building accessibility into your workflow at the beginning helps save time from having to fix or remediate your work later on when digital barriers to access are encountered by users.
Core Principles
- Start with an accessible source file
- Use tools like Microsoft 365 and the built-in Accessibility Assistant to build accessibility into your document from the start.
- Get real-time notification of accessibility issues while working on Microsoft 365 apps
- Use built-in styles and structure
- Apply heading styles to define content hierarchy.
- Use lists, tables and columns correctly. Avoid using spaces or tabs for layout.
- Add alternative text
- Provide meaningful alt text for images, charts and graphics.
- If an image is decorative, mark it as such.
- Ensure color contrast
- Text should have sufficient contrast against its background.
- Do not rely on color alone to convey meaning.
- Use descriptive links
- Replace “Click here” with meaningful text, like “Download the Accessibility Guide.”
- Replace “Click here” with meaningful text, like “Download the Accessibility Guide.”
- Exporting to PDF
- Preferred Method: Use “Save as PDF” or “Export to PDF” options in Microsoft Word or PowerPoint. You can also follow WebAIM’s PDF conversion guide.
- If you’re creating PDFs from design tools like Adobe InDesign, be sure to use its built-in accessibility features before exporting.
- Avoid: “Print to PDF” and scanned PDFs as they remove accessibility features like tags and alt text.
- Check your document for accessibility
- Visit the Check for Accessibility page for trusted tools, helpful guides and practical checklists to help you get started.
Important Notes
- Not all applications can generate accessible PDFs: Make sure the tools you use support tagged PDF output, which is essential for screen reader compatibility.
- Older PDFs are often inaccessible: If the original source file is unavailable, consider recreating the document to meet accessibility standards.
Additional Resources
- Adobe Guide to Creating Accessible PDFs
- Creating Accessible PDFs with Adobe InDesign
- MU Software Sales – Adobe Licensing
- Details on how to purchase Adobe Acrobat Pro or other Adobe products through the university.
Need help?
For manual accessibility testing or questions about PDF accessibility, contact the IT Accessibility Center at itaccessibility@missouri.edu.
Faculty looking for tools to assist with creating accessible course materials can visit the Mizzou Online website.