There is so much information available about web accessibility that we often forget that digital accessibility goes beyond just landing pages and online stores.
All too often, website owners receive demand letters even though they’ve taken steps to comply with WCAG standards, not realizing that PDFs need to be accessible too.
PDFs are not a compliance exemption – they need to meet specific ADA requirements too.
This is where a PDF accessibility checker becomes useful.
Prioritizing PDF accessibility (1) means you’re ensuring that all users can access and engage with PDF documents on your site or server, regardless of ability.
An accessible PDF is compatible with assistive technology and software, including speech recognition software, screen readers, and screen magnifiers. This way, users with visual, hearing or mobility impairments can still access the content and media in a PDF.
A good starting point to create an accessible PDF from scratch is to use an accessible source document such as Microsoft Word and convert that into a PDF format. For any existing PDFs, compliance checking is necessary.
So, what are some of the most common accessibility issues that are generally found within PDF documents?
There are two ways to check PDF accessibility (2) – the first of which is using Adobe Acrobat’s built-in accessibility tool. The second is to use a third-party PDF accessibility checker.
A good online PDF accessibility checker will thoroughly check all elements, including text, tables, titles, and images. It should also provide you with a detailed report. Lastly, you want to make sure that the tool checks PDFs against the latest WCAG guidelines and standards.
Here are the PDF accessibility checkers that are highly recommended for checking whether your documents meet the necessary WCAG requirements.
Leverage our service to swiftly assess your PDF’s accessibility within 24 hours. We ensure companies remain compliant with ADA, WCAG, and PDF/UA standards. Let us guide you to excellence.
PDFix has over 25 years of experience in the PDF technology space. PDFix Desktop Lite, one of their most popular solutions, helps ensure your digital documents are accessible and legally compliant. This free and easy-to-use PDF viewer and accessibility checker audits and verifies PDF documents against the latest accessibility standards. Once evaluated, it clearly outlines which area of the document requires attention.
Countless people and businesses currently use Adobe to view and edit PDF documents. However, Adobe Acrobat Pro DC can also be used as an accessibility tool. You can activate the PDF accessibility tool using the Tools menu and clicking on Accessibility Check / Full Check. Your PDF document will now be checked for potential issues.
Created by Allyant, CommonLook PDF Validator is a professional-grade tool that checks PDFs for compliance with WCAG, PDF/UA, and Section 508. It even integrates with Adobe Acrobat for in-depth accessibility validation. You can download it for free by filling in a quick form on the Allyant website.
This simple but capable tool can be used to check and fix PDF accessibility issues. axesPDF verifies compliance with PDF/UA and WCAG and provides a structured report with remediation suggestions. You can download the tool to your desktop in one click and there are a number of resources available on the site should you need additional guidance.
To ensure your PDFs are accessible to people who rely on assistive technology, here are some steps you can take after auditing each document. Adobe Acrobat Pro DC is a great tool for remediating PDFs, so we will use it in these steps.
To tag a PDF correctly, you can open it in Adobe Acrobat Pro DC and use AutoTag Document (Tools > Accessibility > Autotag Document) if the document has no tags. You can also manually adjust the tagging structure using the Tags panel to ensure a logical reading order.
To add an alt tag to the images in your document, right-click an image, choose Edit Alt Text, and provide a meaningful description. Ensure that decorative images are marked as artifacts to be ignored by screen readers.
Headings should be structured hierarchically (H1 for titles, H2 for sections, H3 for subsections, etc.). Bulleted and numbered lists should be formatted correctly using list tags rather than manually inserted dashes or numbers.
Go to File > Properties > Description and add a meaningful Title (not just “Document1”). It’s also important to make sure the title appears in File > Properties > Initial View > Show Document Title instead of the filename.
Use properly structured table headers rather than just bold text for column names. Add scope attributes (row/column headers) to help screen readers navigate any data correctly.
Ensure text has at least 4.5:1 contrast ratio with the background – this is a WCAG requirement. You can use this free Color Contrast Checker to validate this fix.
If the PDF is a scanned image, use Optical Character Recognition (OCR) in Acrobat (Tools > Scan & OCR > Recognize Text). Make sure the recognized text is correctly formatted and tagged.
Use Acrobat’s Prepare Form tool to add clear labels and tooltips for form fields. Be sure to test forms with a screen reader to check for proper navigation.
Lastly, you want to avoid security restrictions that block screen readers. You can do this by following this path: File > Properties > Security > Ensure “Enable Text Access for Screen Reader Devices” is allowed.
Now that you know which tools you can use to check for PDF accessibility, there’s no reason why you need to worry about costly demand letters and a poor user experience.
By making your website as well as your PDFs accessible, you are ensuring your employees and customers can enjoy a more inclusive experience, which is what everyone deserves.
Find out whether your website is accessible or not by conducting a test on Accessibility Checker.
Learn More About Accessibility
Grow your web and document accessibility knowledge by reading these recommended blogs:
There are a number of tools you can use to determine whether your PDF is accessible, but if you want to view and access existing accessible features, Adobe Acrobat Pro is one of the best platforms to use. It can also be used to remediate your documents.
An accessible PDF is one that has an organized structure, including headings, paragraphs, and tables. It’s this structure that makes it possible for screen readers to access a document. An accessible PDF also offers context for additional elements such as images. If someone cannot see an image, a screen reader needs to be able to explain it to them.