Web accessibility laws also apply to PDFs. Any website that links to PDFs is required to ensure that these PDFs are accessible for screen reader users.
But what makes a PDF accessible?
When a PDF is opened via a web browser, it is often loaded within the browser itself. Unfortunately, most web browsers do not adequately expose the semantics of PDFs to screen readers, rendering them inaccessible to blind or low-vision users. To access the PDF properly, users typically need to download it and open it in Adobe Acrobat Reader, which supports screen reader functionality.
Once a screen reader user goes through these steps, they can determine whether the PDF is formatted for accessibility. However, many PDFs are not properly formatted, making it challenging or impossible for users to access the information contained within.
How do you format an accessible PDF?
For existing PDFs, formatting for accessibility is not a straightforward process. The primary tool required is Adobe Acrobat Pro, which provides auto-tagging features. However, auto-tagging may lack proper formatting and could relay incorrect or incomplete information. To ensure that your PDFs are fully accessible and compliant, manual tagging must be performed step by step.
The following elements must be tagged appropriately according to WCAG guidelines:
- Proper Heading Structures: Use heading levels correctly (H1, H2, H3, etc.) to create a logical hierarchy.
- Proper Navigation: Ensure that bookmarks and table of contents are included for easy navigation.
- Columns: Tag columns correctly to maintain reading order.
- Lists: Use list tags for bullet points and numbered lists to convey structure.
- Form Fields: Ensure that form fields are tagged for accessibility and include labels.
- Tables: Properly tag tables with headers and cells to ensure data is presented correctly.
- Tool Tips: Provide additional context through tooltips where necessary.
- Alt Texts: Add alternative text descriptions for images to convey meaning.
At UserWay, we understand the challenges of creating accessible PDFs, and we are here to help! Our PDF remediation services ensure that your documents meet accessibility standards and are fully usable by screen reader users. Our dedicated team uses a thorough, step-by-step process to manually tag and format PDFs, ensuring compliance with WCAG guidelines.
If you require additional assistance, feel free to contact us at desk@support.userway.org.