I want to make an accessible PDF, what should I do first?
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\uD83D\uDCD8 Instructions
Overview: When creating an accessible PDF, the easiest way to start is with an optimized source file. When you use the accessibility features in the software of origin, the PDF is mostly done. Only light touch-ups would have to be done for the tags and reading order. Follow these instructions before you send your document, spreadsheet, or presentation to Adobe Acrobat.
Section 1.1: What Elements should my Document, Spreadsheet or Presentation have for a Successful PDF?
Headings should be real headings (no big or bold text)
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Go to the Insert Tab.
Click the Table Button, and select the number of rows and columns needed. Do not use the Draw Table option.
Section 1.2: Semantic Headings
Overview: Headings are made for the purpose of breaking up content. Another use is making information easier to find. Screen readers start reading a document by reading off the headings. The purpose of this is to learn what the content is in the document.
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Headings provide readers with an outline of a document. Users can jump from heading to heading and can see what is going to be in the document without having to read it all. Headings are have six levels of tags. <H1> through <H6>. These tags are important because they establish part of the hierarchy. An <H1> tag should always be above the rest of the heading tags. An <H6> tag is always the lowest heading tag. Heading 1 level tags are always labeled with a name for a section or sometimes a title. The lower heading tags are for sections within a section. Hence the importance of the hierarchy.
Section 1.3: Fonts
Keep all text fonts readable (use fonts like Verdana and Times New Roman).
Line spacing should be at least 1.5 within paragraphs.
Paragraph spacing is at least 1.5 times larger than the line spacing.
Text is never fully justified.
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Everything is more organized and words are equally spaced. |
Section 1.4: Alternative Text
Open a blank document in Word.
Go to the Insert Tab, find the Illustrations Panel and select Pictures.
Insert your photo. Then, in less than 150 characters, explain what the photo is.
Section 1.5: Color Contrast
Open your document, spreadsheet, or presentation
When typing in text, you want to consider the color contrast between the text and the background. For small text, (under size 18), a good contrast ratio is 7:1 or higher. For bigger text, (over size 18) a good contrast ratio is 3:1 or higher. Black text on a white background or 21:1 is considered to be the most accessible contrast ratio.
To color your text, highlight your text and go to the Font Panel in the Home Tab.
Select the Font Color Tab and choose a color.
Section 1.6: Links
Links are correctly designated (this occurs automatically in Word when you type a URL and hit Enter; the link becomes clickable and a blue color and underline appear).
An example of a non-designated link would be a non-clickable, black, plain-text URL.
Links are visually distinguishable from the surrounding text.
MS Word default works well (color change plus underline).
Link text is meaningful and not vague or generic.
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Meaningful Link |
Section 1.7: Tables (With Help from Microsoft Word)
Make sure that the tables are real tables.
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Make sure all tables have headings. Click inside the table, click the Table Design Tab. Check the options for Header Row and/or First Column. Be sure that tables have a simple format with only one header row and/or one header column and no merge cells. Also be sure there are no blank cells either. Replace them with cells that say “No Data”.
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Section 1.8: Headers, Footers, and Page Numbers
Page headers and footers help make content easier to follow by providing repeated information in a consistent and predictable way. The content of headers and footers varies widely but can include:
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Tag meaningful information as paragraphs
Tag redundant information as artifacts
Section 1.9: Adding Headers and Footers
Click the Edit PDF Tool and select Header & Footer.
The Add Header and Footer Panel will appear. It will give you options to change your fonts, margin sizes, and the ability to add text for your headers or footers.
If you want your PDF page numbers to be visible, click Insert Page Number. If you want to add a date to your header or footer, click Insert Date.
Make changes until you are satisfied with the results.
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