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Creating Accessible PDF

Since the HTML format is all plain-text based, for accessibility purposes, it is best practice to, whenever possible, publish content as web pages.

One of the easiest ways to create an accessible pdf is to create your document using , then use the Accessibility Checker to find any issues and save the final file as a pdf.

If you wish to use the Document Embed paragraph type, please make sure the document you are using is accessible before uploading.

The accordions below highlight all the necessary steps needed to create an accessible pdf.

Microsoft Office Accessibility Overview

Documents contain hidden obstacles that can disrupt users with a vision or reading disability.
 

Word has a built-in Accessibility Checker to help find and fix these obstacles.


Inspection Results

  • Errors - content that can鈥檛 be read by users with certain disabilities
     
  • Warnings - Content that is less serious, but still make it difficult for people with disabilities to read
     
  • Tips - any minor issues that might cause problems, but will help optimize document鈥檚 readability for everyone

Additional Information provides instructions on how to fix any of the issues above

 

Screen readers read out all the content on a document.

 

***Scanned documents are NOT accessible***

 

 

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How To Find Accessibility Checker

Click on 鈥淔颈濒别鈥 and under the 鈥泪苍蹿辞鈥 tab navigate to 鈥淚nspect Documents鈥 and click on 鈥淐heck Accessibility鈥 under button saying 鈥淐heck for Issues鈥

 

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Example of Accessibility Checker window located on the right

Example of Accessibility Checker window located on the right

 

Basic Word Formatting For Accessible Headings

Headings 鈥 Screen readers arrange headings in order 鈥 H1 headings read before H2, H2 headings read before H3, and so on.

Users who have any reading issues depend on headings to:

  • Provide clues about the content
     
  • Organize content into groups of related ideas

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Headings

Basic Word Formatting For Accessible Images

Add Alt Text to images, diagrams, SmartArt, and tables.

  • Screen readers read Alt Text out loud.

 

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Add Alt Text to images,

Basic Word Formatting For Accessible Color Contrast

Color Contrast - Ensure text and background have a sufficiently high level of contrast.

Please use your best judgment because this will not show up in the Accessibility Checker.

 

Contrast

Column on the left is hard to read

Basic Word Formatting For Accessible Links

Links - Make hyperlinks more accessible by changing their display text to something more natural and meaningful.

  • Screen readers will read out each letter in the URL which is difficult
     
  • Avoid generic terms such as 鈥淐lick Here鈥 or 鈥淟earn More鈥

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Avoid generic terms such as 鈥淐lick Here鈥 or 鈥淟earn More鈥

Basic Word Formatting For Accessible Tables

Tables - Make sure that the table has one Header Row, Add Alt Text, Fix any merged or split cells in the table. Easier for screen readers to navigate through tables.

 

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One Header Row

Creating one header row

Adding Alt text

Adding Alt text

 

Examples of Accessible Documents

Click on the links below to examine the files using the Microsoft Accessibility Checker.
 

Microsoft Word Document that is NOT Accessible 


Microsoft Word Document that is Accessible 

Last Updated: 08/09/2023 13:01