Accessible Portable Document Format (PDF) 

It is as easy to create a PDF document as it is to print a document. If you are only printing, then how the document looks is your only concern. However, sending that PDF document via email or putting it on a website creates different concerns. 

Once the PDF becomes a "digital document," it is subject to the same accessibility standards as all digital documents at UCSF.

PDF documents are accessible if:

• The information can be read by an assistive device such as screen reader
• Has hierarchy of headings – for clarity and understanding
• Lists, tables, and paragraphs marked – so visual information is pragmatically available
• Important images have informative Alt tags – so they are understandable when not seen
• Unimportant images and graphics have empty Alt tags – so they can be skipped
• Correct Tab order – keyboard-only user can follow the correct order
• Meta Data - Title, author, keywords, etc. for discoverability

Accessible PDF benefits

Don’t hide your information or make it only consumable to some. By increasing accessibility, you reach a wider audience. Everything you do to help a screen-reader: Alt tags, headings, order, and metadata gives you a Search Engine Optimization (SEO) boost and many other benefits.

UCSF policy on PDF follows WCAG 2.1 AA

PDFs used in any UCSF digital communications (the web, email, etc.) must meet the guidelines of W3C WCAG 2.1 for PDF documents.

WCAG 2.1 success criteria that most affect PDF documents

There are four Principals and 13 guidelines to WCAG 2.1 and AA standard has a few more. All apply to any digital document, and it is up to you to check that any that apply to your document. But here are the ones you are most likely to need to know. The guidelines have numbers and subsections so you can associate them with criteria. You will see these numbers in any automated testing you do.

Create accessible PDFs when you create the original document

The best practice for accessible documents is to make them accessible as you create them. Many document creation tools have Accessibility tools and checkers built in. Use them from the start and avoid correcting later.

Documents with a true heading structure (H1-H6)

• Retains this structure when correctly exported to HTML or PDF
• Readability is increased for all users

Alt attributes – alternative information to an image, graphic, etc.

• Important images have informative Alt tags – so they are understandable when not seen
• Unimportant images and graphics have empty Alt tags – so they can be skipped
• More details on alt attributes

Table and lists

• Should be created using the built-in tools and identify column and row headers
• Do not use visuals like styling, tab-spacing, single spaces, bold, dashes, etc. only
• This provides semantic markup assistive devices used to convey the context of the information

Accessible PDF Tips

Consider HTML instead

For online content, and question whether a PDF or Word document is necessary. An HTML page is often easier to make accessible and maintain accessibility to everyone.

Define the language

Both assistive technology and conventional user agents can render text more accurately when the language of the content is identified in the source file or the PDF.

Machine-readable text

Beware of the “print to PDF” option. It creates an inaccessible image-only PDF that screen readers can’t read.

Tagging tables

PDFs have a structured format similar to HTML tables. If you worked with HTML tables, tables in PDFs are similar.

Test at every touchpoint

For example, test the source file using any built-in checkers (e.g., Microsoft Word and PowerPoint). And then again in Adobe Acrobat after exporting to PDF. If the PDF is public-facing content on a website, test again with the Siteimprove checker.

Tag content

Tag the content of the file with the Reading Order tool in Acrobat. Acrobat tags describe the function and layout allowing PDFs to work with assistive technologies. These tags are similar to HTML and describe paragraphs, lists, and more.

Remediation workflow

Some issues are best repaired in their original source file (program, document, etc.). Avoid tedious fixes: work smart and know when to remediate issues in the original source file or the PDF.

Learn more

Acknowledge that document accessibility is its own skill set. Search for available training in the UC Learning Center, Siteimprove, and the Creating Accessible PDFs LinkedIn Learning course.

Download your printable Accessible PDF Tips flyer

Use software or a tool to correct a PDF

If you are already familiar with Adobe Acrobat, it can be used to correct PDF documents. Or you may find the free online tool P.A.V.E. gives you what you need in an easy-to-use interface – no software to purchase or download.

Choices for inaccessible PDFs

• Ask for a corrected version
• Correct it yourself
• Offer an alternative
• Don’t use it

September live training events

Create Accessible PDF Organizational Charts Using Visio and Adobe Acrobat Pro (Requires UCSF MyAccess login to view content)

Please note that you must be signed in to MyAccess to view the slide deck links below.

• Presentation Slide Deck (PPT)

Resources

• New bite-sized accessibility LinkedIn learning path for PDF creators (internal to UCSF only)
•  W3C WCAG 2.0 for PDF documents (WCAG 2.0 is currently and commonly referenced)
• CDSS Accessibility Training Videos (California Department of Social Services)
• Converting Documents to PDF (WebAIM Training)
• PDF Accessibility provided by WebAIM
• WCAG 2.1 and PDF Accessibility (CommonLook)
• PDF Accessibility: Testing and Verification (CommonLook)

• Siteimprove Training. Includes the courses on making accessible documents and PDFs. These courses cover applying accessibility principles to your documents and how to perform automatic and manual checks for accessibility in source files such as Word, InDesign, and then in Adobe Acrobat Pro once it's converted to a PDF. How to get a free UCSF Siteimprove account. 

  Vendors

  A list of vendors that provide a variety of accessibility services. Internal to UCSF only.