How to Create Accessible PDFs – A Step-by-Step Guide

PDFs are widely used for reports, guides, forms, and downloadable resources because they preserve layout across devices. However, they are not inherently accessible.

Accessibility experts and research show that PDFs often create barriers for people who use screen readers and other assistive tools. In a large study of scholarly documents, fewer than 3.2 percent of PDFs met basic accessibility criteria, while most failed to meet any.

These findings highlight how frequently accessibility is overlooked in PDF creation.

In this guide, you will learn how to create an accessible PDF. Each step focuses on building structure first, so accessibility carries through to the final exported file.

Before You Create a PDF, Ask Yourself If You Really Need One

PDFs are often not the most accessible or mobile-friendly option.

Before deciding to create one, it is important to understand some of its limitations.

For example:

• Older PDF reader software may not fully support accessibility features, even if the file was created correctly.
• PDFs offer limited flexibility for adjusting font style and font size, which can affect readability.
• PDFs do not always support smooth reflow or responsive layouts on smaller screens, making navigation more difficult.

For these reasons, consider whether a PDF is truly necessary before creating one.

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Common Accessibility Issues in PDF Files

Many PDFs are inaccessible because they lack proper structural markup and logical organization. A document may look organized visually, but without correct structure, assistive technologies cannot accurately interpret or navigate it properly.

Common issues include:

• Missing or incorrect heading levels
• Images without alt text
• Tables without defined header rows
• Poor color contrast
• Missing document language settings
• Incorrect reading order
• Untagged or improperly tagged content

These problems affect how screen readers and other assistive technologies interpret the file. As a result, users may struggle to navigate sections, understand tables, access image content, or follow the document in a logical order.

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How to Create an Accessible PDF

If you decide a PDF is necessary, accessibility must be built into the document from the start. Making a PDF accessible later is time-consuming and more complex. Structure, formatting, export settings, and testing all determine whether the final file will work with assistive technologies.

There are many tools available to create accessible PDFs. Microsoft Word is one of the most commonly used document tools, so the steps here use Word to demonstrate the process. The same accessibility principles apply regardless of the software used.

Follow the steps below to create an accessible PDF.

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Step 1: Start With a Clear Document Title

The main title defines what the document is about. Using Heading 1 creates a structural marker that assistive technologies recognize. Screen reader users often navigate by headings, and this tells them where the document begins and what it covers.

The title defines what the document is about and forms the top level of its structure. Screen readers rely on headings to understand and navigate content. Without a properly formatted title, the document lacks a clear structure.

How to do it

1. Type the title at the top of the first page.
2. Select the text.
3. Go to Home → apply Heading 1.

Use only one Heading 1. Do not just change font size or make it bold.

Also, set the document title

1. Click File → Info.
2. Add a meaningful title in the Title field.

This becomes the PDF’s metadata title when exported.

Best practices

• Use a clear, descriptive title.
• Avoid generic names like “Report.”
• Use descriptive titles that clearly state the topic, such as “Employee Remote Work Policy.”
• Keep the visible title and file name consistent.

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Step 2: Structure the Document With Proper Headings

Headings create the document’s structure. They allow screen reader users to move between sections and understand how content is organized. Without proper headings, the document becomes difficult to navigate.

How to do it

• Use Heading 2 for main sections.
• Use Heading 3 for subsections.
• Continue in order if needed.
• Do not skip levels.

Apply headings from the Home tab using the Styles panel. Do not format text manually by only changing size or boldness.

Best practices

• Follow a logical hierarchy.
• Keep section titles clear and descriptive.
• Avoid using headings only for visual styling.

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Step 3: Format Lists Correctly

Lists must be created using Word’s built-in list tools. This tells assistive technologies that the content is a list, not just separate lines of text. Screen readers announce the number of items in a list and the user’s position within it. Manual formatting removes this structure.

How to do it

1. Highlight the list items.
2. Go to the Home tab.
3. Click the Bullets or Numbering icon.

Do not type dashes or numbers manually.

Best practices

• Use numbered lists for steps or sequences.
• Use bullet lists for related items without order.
• Keep list items short and consistent in structure.

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Step 4: Add Meaningful Alt Text to Images

Images must include alternative text so people using screen readers can understand the content. Without alt text, the information in the image is lost. Alt text provides a short description that explains the image’s meaning or purpose.

How to do it

1. Click the image.
2. Right-click and select Edit Alt Text.
3. Write a clear and concise description.

If the image is decorative and adds no information, mark it as decorative.

Best Practices

• Describe the purpose, not every visual detail.
• Keep the description short and relevant.
• Do not include file names or phrases like “image of.”

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Step 5: Create Accessible Tables

Tables should only be used to present data, not to arrange content visually. They must be structured clearly so assistive technologies can understand the relationships between rows and columns. Without proper structure, screen readers may read the table in a confusing order.

How to do it

1. Insert a table using Insert → Table.
2. Keep the layout simple.
3. Click inside the table.
4. Go to Table Design.
5. Check Header Row.

Best practices

• Use tables only for data, not for layout.
• Keep column and row structures consistent.
• Use clear column headings.
• Avoid merged cells, split cells, or nested tables.

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Step 6: Use Descriptive Link Text

Links should clearly describe where they lead. Screen reader users often navigate by links alone. If links say “Click here,” the destination is unclear.

How to do it

1. Type meaningful text that describes the destination.
2. Highlight the text.
3. Right-click and choose Link.
4. Paste the URL and click OK.

Avoid pasting long URLs directly into the document.

Best practices

• Make link text specific and clear.
• Keep it concise.
• Ensure the link makes sense even when read out of context.

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Step 7: Set the Document Language

Screen readers rely on the document language to pronounce words correctly. If the language is not set, the content may be read with the wrong pronunciation.

How to do it

1. Press Ctrl + A to select all text.
2. Go to the Review tab.
3. Click Language.
4. Select Set Proofing Language.
5. Choose the correct language and click OK.

Best practices

• Set the primary language for the entire document.
• If parts of the document use a different language, set those sections separately.

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Step 8: Ensure Sufficient Color Contrast

Text must clearly stand out from the background. Low contrast makes content hard to read, especially for people with low vision.

How to do it

• Use dark text on a light background or light text on a dark background.
• Avoid low-contrast combinations such as light gray text on white.
• Test contrast using a color contrast checker if unsure.

Best practices

• Keep background colors simple.
• Avoid placing text over images.

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Step 9: Make Form Fields Accessible (If Applicable)

If your document includes form fields, each field must have a clear and descriptive label. Screen readers rely on these labels to announce what information is required. Without labels, users may only hear “edit field” with no context.

How to do it

• Add a clear text label such as “First Name” or “Email Address.”
• If using content controls, assign a meaningful title to each field.
• Ensure the tab order moves logically from one field to the next.

Best practices

• Place labels close to their fields.
• Keep instructions short and clear.
• Test the form using the Tab key to confirm the correct order.

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Step 10: Run the Accessibility Checker

Before exporting, use Word’s Accessibility Checker to identify issues that may affect usability. This tool scans the document for common accessibility problems and guides how to fix them.

How to do it

1. Go to the Review tab.
2. Click Check Accessibility.
3. Review the results in the panel.
4. Fix all listed errors first, then address warnings.

Best practices

• Do not ignore warnings without reviewing them.
• Re-run the checker after making fixes.
• Treat this as a final quality check before exporting.

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Step 11: Save and Export the PDF Correctly

Saving and exporting the PDF properly ensures the document structure is preserved and the file is easy to identify. The file name and export settings both affect usability and accessibility.

How to do it

1. Click File → Save As.
2. Choose PDF as the file type.
3. Enter a clear and descriptive file name.
   Example:
   Website-Accessibility-Guide-2026.pdf
4. Click Options.
5. Ensure “Document structure tags for accessibility” is checked.
6. Click OK, then Save.

Do not use Print to PDF, as this removes structural information.

Best practices

• Avoid names like “Final_v2_NEW” or “Document(3).”
• Avoid special characters such as %, #, or &.
• Keep the file name consistent with the document title.

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Step 12: Manually Test the PDF for Accessibility

After exporting the PDF, do not assume everything works perfectly. Manual testing confirms that the structure and content behave correctly in the final PDF.

How to do it

1. Test with keyboard only

• Open the exported PDF in a PDF reader.
• Use the Tab key to move through links and interactive elements.
• Check that the focus moves in a logical order.
• Ensure all links are reachable and visible when focused.

2. Test with a screen reader

• Use a screen reader such as NVDA.
• Listen to how the document title is announced.
• Navigate by headings to confirm structure.
• Move through links to ensure they are descriptive.
• Check that images are announced with correct alt text.
• Listen to how lists and tables are read.

Best practices

• If you find an issue, fix it in the Word file and re-export.
• Avoid patching accessibility directly in the PDF unless necessary.

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Wrapping Up

An accessible PDF depends on a clear structure.

Proper headings, table headers, alt text, form labels, language settings, and contrast determine how assistive technologies interpret the document.

Correct export settings preserve that structure, and manual testing with a keyboard and screen reader confirms the file works as expected.

If you publish a PDF, build it carefully and verify the final result. Accessibility is defined by structure, not appearance.