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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?

  1. Headings should be real headings (no big or bold text)

    1. Go to the Home Tab.

    Home Tab in Microsoft Office Word with a blue underline.Image Removed
    1. Home Tab in Microsoft Office Word with a blue underline.Image Added

    2. Click a Heading Style in the Styles Group.

    Styles Section in Microsoft Word. Heading 1 is highlighted with gray borders.Image Removed
    1. Styles Section in Microsoft Word. Heading 1 is highlighted with gray borders.Image Added

  2. Lists should be real lists (not just items with an asterisk).

    1. Click the Home Tab.

      Home Tab in Microsoft Word with a blue underline.Image Modified

    2. Click Paragraph Group and select a List Style.

    Paragraph Section in Microsoft Word with the Justify Left button highlighted.Image RemovedLine Spacing Button in Microsoft Word. Has a drop menu and arrows pointing up and down.Image Removed
    1. Paragraph Section in Microsoft Word with the Justify Left button highlighted.Image AddedLine Spacing Button in Microsoft Word. Has a drop menu and arrows pointing up and down.Image Added

  3. Real Table of Contents based on heading structure should be created.

    1. Click the References Tab.

    References Tab in Microsoft Word with a blue underline.Image Removed
    1. References Tab in Microsoft Word with a blue underline.Image Added

    2. Click the Table of Contents button, then click the style of the table.

    Table of Contents button in Microsoft Word. Has a page with the top right corner folded.Image RemovedTable of Contents example.Image Removed
    1. Table of Contents button in Microsoft Word. Has a page with the top right corner folded.Image AddedTable of Contents example.Image Added

  4. Real Footnotes and Endnotes should be made using the Insert Tool.

    1. Click the References Tab.

    References Tab in Microsoft Word with a blue underline.Image Removed
    1. References Tab in Microsoft Word with a blue underline.Image Added

    2. Insert Footnote or Insert Endnote.

    Footnote section in Microsoft Word with the Insert Endnote button highlighted.Image Removed
    1. Footnote section in Microsoft Word with the Insert Endnote button highlighted.Image Added

  5. Real Column should be created. You should not be using the

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  1. Tab key.

    1. Click the Layout Tab.

    Layout Tab in Microsoft Word with a blue underline.Image Removed
    1. Layout Tab in Microsoft Word with a blue underline.Image Added

    2. Go to the Page Setup Section, and click Columns.

    Column button in Microsoft Word. The icon has a page with two blue columns visible.Image Removed
    1. Column button in Microsoft Word. The icon has a page with two blue columns visible.Image Added

  2. Tables should be real tables.

    1. Go to the Insert Tab

    .

    Insert Tab in Microsoft Word with a blue underline.Image Removed
    1. Insert Tab in Microsoft Word with a blue underline.Image Added

    2. Click the Table Button, and select the number of rows and columns needed. Do not use the Draw Table option.

    Table button in Microsoft Word. The Icon has a table with a grid.Image Removed
    1. Table button in Microsoft Word. The Icon has a table with a grid.Image Added

Section 1.2: Semantic Headings

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  • Have Semantic Headings (No big or bold text).

  • Start at Heading Level 1. (The biggest heading type).

  • Not skip levels. (Level 1 comes first, then 2, then 3).

  • Have a good outline of a documents hierarchy.

  • Be accurate.

    Example of a hierarchy of a Cruise Vacation Itinerary.Image RemovedExample of a hierarchy of a Cruise Vacation Itinerary.Image Added

Headings provide readers with an outline of a document. Users can jump from heading to heading between headings 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.

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  • Keep all text fonts readable (use fonts like Verdana and Times New Roman).

    Examples of readable fonts like Arial, and Verdana.Image RemovedList of harder to read fonts like Script MT Bold and Jokerman.Image RemovedExamples of Easier to Read Fonts, including Times New Roman, Calibri, Arial, Cambria, and Verdana.Image AddedExamples of Harder to Read Fonts like Freestyle Script, Jokerman, Algerian, Old English Text, and Script MT Bold.Image Added

  • 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.

    Example of a fully justified text essay. All words are pushed to the ends of the page.Image RemovedExample of a fully justified text essay. All words are pushed to the ends of the page.Image Added
Warning

Fully justified text causes unneeded spacing between words.

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Section 1.4: Alternative Text

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Alt text provides a description of images, graphs and charts, and other non-text content. Screen readers by default, cannot read these objects to a reader. If a screen reader scanned an image, without an alt text, the image would be skipped over. Alt text gives the screen reader the ability to read a description of the object to the reader. This is especially helpful to users who are blind or have low vision.

  1. Go to the Insert Tab, find the Illustrations Panel and select Pictures.

    Location of the Illustrations Panel in MS Word.Image RemovedLocation of the Illustrations Panel in MS Word.Image Added

  2. Insert your photo. Then, in less than 150 characters, explain what the photo is.

    (Example) An image of a little boy doing his homework at a table surrounded by supplies. It is in the late afternoon.Image RemovedAn image of a little boy doing his homework at a table surrounded by supplies. It is in the late afternoon.Image Added 

Section 1.5: Color Contrast

  1. Open your document, spreadsheet, or presentation

  2. 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.

  3. To color your text, highlight your text and go to the Font Panel Section in the Home Tab.

    Font section in Microsoft Word. Times New Roman is the font at size 12.Image RemovedFont section in Microsoft Word. Times New Roman is the font at size 12.Image Added

  4. Select the Font Color Tab and choose a color.

    Examples of good and bad color contrast in Microsoft Word.Image RemovedExamples of good and bad color contrast in Microsoft Word.Image Added

  • Links are correctly designated (this occurs automatically in MS Word. This occurs when you type a URL and hit Enter ; the or Space. 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

    • You can create a URL that is not a link, but only if it is being used as an example.

  • Links need to be visible 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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Make sure that the tables are real tables.

  1. Click the Insert Tab.

    Insert Tab in Microsoft Word with a blue underline.Image RemovedInsert Tab in Microsoft Word with a blue underline.Image Added

  2. Click Table and select the number of rows/columns needed.

    Table Button in Microsoft Word. The table icon has a grid.Image RemovedTable Button in Microsoft Word. The table icon has a grid.Image Added

  3. Do not use the Draw Table Option.

Info

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

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. This means having 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

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You can provide page headers and footers by structuring them directly in the authoring tool. However, once you convert to PDF, headers and footers will not be tagged and . They will be invisible to screen readers unless you then tag them.

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  1. Click the Edit PDF Tool and select Header & Footer.

    Edit PDF Tool in Adobe Acrobat.Image RemovedEdit PDF Tool in Adobe Acrobat.Image AddedEdit Button colored blue.

  2. 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.

    Add header and footer box. Font Arial, Size 8.Image RemovedAdd header and footer box. Font Arial, Size 8.Image Added

  3. 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.

    Left Footer Text, Insert Page Number button at the bottom right corner.Image RemovedCenter Footer Text, Insert Date Button in the bottom right corner.Image RemovedLeft Footer Text, Insert Page Number button at the bottom right corner.Image AddedCenter Footer Text, Insert Date Button in the bottom right corner.Image Added

  4. Make changes until you are satisfied with the results.

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