PDFs are a convenient way to share information. But if they aren’t structured properly, they can create barriers for people using screen readers or keyboard navigation. That’s why it’s important to make your PDFs accessible, so everyone can read them.
In this guide, you’ll learn how to make your PDFs accessible. We’ll cover the essential steps to ensure your documents can be read and understood by everyone, and share best practices for creating PDFs so accessibility is built in from the start.
How to make your PDFs accessible
When it comes to making a PDF accessible, there are usually two situations:
- You have the original file (for example, in Word or Google Docs).
- You only have the final PDF and no access to the source file.
The approach depends on your situation. If you have the source file, fix accessibility issues there before exporting to PDF. If you only have the PDF, you’ll need to remediate it directly using a tool such as Adobe Acrobat Pro, which comes at a cost.
Case 1: You have the original file
If you have the original file, the best approach is to fix accessibility issues there before converting it into a PDF. Most authoring tools, like Word and Google Docs, include accessibility features. When you apply them, those improvements carry over into the exported PDF.
The steps below are the short version, focused on repairing a document you already have. If you are building something new and want the full walkthrough, see our guide on how to create accessible PDFs from the start.
Step 1: Use proper heading styles
What to do: Structure content with heading styles, not just bold or large text.
Why: Screen readers rely on headings to navigate documents.
How to do it:
- Word: Highlight text → Home → Styles → Heading 1, Heading 2, etc.
- Google Docs: Highlight text → Format → Paragraph styles → Heading 1, Heading 2, etc.
Step 2: Add alternative text to images
What to do: Add alt text for meaningful images; mark decorative ones.
Why: Alt text allows screen readers to describe visuals to users.
How to do it:
- Word: Right-click image → Edit Alt Text → type description.
- Google Docs: Right-click image → Alt text → fill in Title and Description.
If you are not sure what to write, our guide on how to write alt text for images covers it.
Step 3: Ensure color contrast
What to do: Make sure the text has enough contrast with its background.
Why: Low-contrast text is hard to read for users with low vision or color blindness.
How to do it:
- Word: Review → Check Accessibility → fix flagged contrast issues.
- Google Docs: Use a free color contrast checker.
Tip: Follow WCAG guidelines when choosing colors. Normal text (below 18pt, or 14pt bold) needs a contrast ratio of at least 4.5:1, and large text needs at least 3:1. Our color contrast guide explains how those ratios work if you want the detail.
Step 4: Create simple tables with headers
What to do: Use tables for data only, with defined headers.
Why: Screen readers use headers to interpret table structure.
How to do it:
- Mark the first row (and columns if needed) as headers so screen readers can read and navigate the table correctly.
- Avoid merged or split cells, as they can break the table structure for assistive technologies.
Step 5: Use built-in list formatting
What to do: Use bulleted or numbered lists instead of typing dashes or numbers manually.
Why: Built-in lists are recognised by screen readers as structured content.
How to do it:
- Word: Highlight items → Home → Bullets/Numbering.
- Google Docs: Highlight items → Format → Bullets & numbering.
Step 6: Use descriptive link text
What to do: Replace vague text (“Click here”) with meaningful links.
Why: Screen readers often read links out of context.
How to do it:
- Write link text that clearly describes the destination or action, such as Download Annual Report instead of Click here.
- Make sure link text makes sense on its own, since screen readers can pull out links into a list without surrounding context.
Step 7: Set the document language
What to do: Define the document’s primary language.
Why: Screen readers need it to pronounce words correctly.
How to do it:
- Word: Review → Language → Set Proofing Language.
- Google Docs: File → Language → choose language.
Step 8: Run the Accessibility Checker (if available)
What to do: Use the built-in checker before exporting.
Why: It catches common accessibility issues you may miss.
How to do it:
- Word: Review → Check Accessibility.
- Google Docs: Use third-party add-ons (Docs doesn’t have a built-in checker).
Tip: Accessibility Checker for Docs by Lovely API is an add-on you can try.
Step 9: Save and export as an accessible PDF
What to do: Export the file as a tagged PDF to preserve accessibility features.
Why: If you don’t export with tags, all your accessibility work may be lost in the PDF.
How to do it:
- Word: File → Save As → PDF → Options → check “Document structure tags for accessibility.”
- Google Docs: File → Download → PDF Document (.pdf).
Once the PDF is exported, test your PDF’s accessibility to confirm the structure survived the conversion.
Note: Google Docs doesn’t always export with full tagging, so it’s a good idea to check the PDF afterwards in Acrobat Pro. The most reliable option is Microsoft Word, since it preserves tagging when exporting to PDF and includes a built-in accessibility checker.
Case 2: You only have the PDF
If you don’t have the original file, you’ll need to remediate the PDF itself.
Start by running the file through the free PDF Accessibility Checker to see exactly what is failing, such as missing tags, broken reading order, absent alt text, and low contrast. It flags each issue and gives AI fix suggestions, so you know what to work on before you open anything. Then fix each flagged issue using the steps below.
For the actual editing, Adobe Acrobat Pro is the tool most people reach for. It is paid, at about $20/month ($19.99), and gives you full control over tags, reading order, and alt text. The steps below use Acrobat Pro.
Step 1: Use OCR (Optical Character Recognition) on scanned PDFs
What to do: Convert image-only PDFs into selectable, readable text.
Why: Without OCR, screen readers see scanned text as images and cannot read it.
How to do it: Go to All tools → Scan & OCR → In this file. Apply it to the whole document and select the correct language.
Step 2: Add document metadata
What to do: Add a descriptive title, author, subject, and keywords.
Why: Screen readers and search tools use metadata to introduce and identify the document.
How to do it: Right-click inside Acrobat → Document properties → Description tab → fill in the fields.
Step 3: Define the document language
What to do: Specify the primary language of the PDF.
Why: Screen readers rely on this to pronounce words correctly.
How to do it: Document properties → Advanced tab → Reading options → Language.
Step 4: Adjust security settings
What to do: Ensure security does not block accessibility features.
Why: If security blocks content copying, assistive tech may not be able to read the text.
How to do it: Document properties → Security tab → Security Method → No Security.
Step 5: Add alternative text to images
What to do: Provide descriptions for meaningful images.
Why: Visually-impaired users need text descriptions to understand visuals.
How to do it: Go to All tools → Prepare for accessibility → Add alternate text. Write short, clear descriptions. Mark decorative images as artefacts.
Step 6: Add tags
What to do: Ensure the document has proper tags (headings, paragraphs, lists, tables).
Why: Tags define structure so screen readers can navigate the PDF logically.
How to do it: Go to All tools → Prepare for accessibility → Automatically tag PDF. Acrobat will generate tags automatically. Review them to make sure they’re correct.
Step 7: Make form fields accessible
What to do: Detect and label all form fields so they work properly with assistive technology.
Why: Without labels and tooltips, screen readers can’t tell users what each form field is for, making the form unusable.
How to do it: Go to All tools → Prepare for accessibility → Identify form fields. Acrobat will try to detect fields automatically. Review each one, add tooltips, and check that the tab order matches the visual layout.
Step 8: Arrange the reading order
What to do: Make sure the content flows in a logical sequence (top to bottom, left to right).
Why: If the order is wrong, screen readers may jump around and read sidebars, captions, or footers out of place. This makes the PDF confusing or hard to follow.
How to do it: Go to All tools → Prepare for accessibility → Fix reading order. Acrobat will highlight the current sequence on the page. Drag to reorder items or adjust them in the Order panel. Assign regions as headings, paragraphs, or figures if needed.
Step 9: Check accessibility
What to do: Run Acrobat’s Accessibility Checker after you make changes.
Why: The report highlights issues that still need attention.
How to do it: Go to All tools → Prepare for accessibility → Check for accessibility. Review the report and fix any issues it flags to ensure the PDF meets accessibility standards.
Before you publish, test your PDF’s accessibility one more time so nothing slipped through.
PDF accessibility best practices to keep in mind
Fixing accessibility in a finished PDF can be time-consuming. A much smarter approach is to think about accessibility while you’re creating the document. That way, when you export to PDF, most of the work will carry over automatically, saving you time and effort later.
Here are some practices to follow:
| Best Practice | How to Apply It |
|---|---|
| Start with accessible source files | Use accessibility features in Word, Google Docs, or InDesign before converting to PDF. |
| Keep layouts simple | Avoid complex designs and text boxes that disrupt reading order. |
| Use real text, not images of text | Screen readers can’t read images. Always type text directly or run OCR if needed. |
| Add alt text as you go | Write descriptions for images, charts, and diagrams while creating the document. |
| Choose accessible fonts and colors | Stick to clear fonts and maintain high contrast between text and background. |
| Use descriptive link text | Replace vague phrases like “Click here” with links that explain their destination. |
| Tag content properly | Apply tags to headings, paragraphs, lists, tables, and images so screen readers can interpret the structure. |
| Check accessibility before exporting | Run the built-in accessibility checker in your authoring tool. |
Tip: Microsoft Word is the best tool for creating accessible PDFs. It has a built-in accessibility checker, and when you export to PDF, Word preserves the tags you applied. This means much of your accessibility work carries over automatically into the PDF.
Wrapping Up
An inaccessible PDF quietly locks out anyone using assistive technology, and often the fix is more straightforward than people expect. If you still have the source file, repair it there and re-export. If all you have is the PDF, remediate it directly, starting with a scan to see what is broken and working through each issue.
Whichever path you took, do not skip the last step. Before you publish, run the file through the free WebYes PDF Accessibility Checker or re-run your checker of choice, then spot-check it with a screen reader. A quick verify at the end is what separates a PDF that technically has tags from one that people can actually use.
FAQs
Start with OCR (in Acrobat: All tools, then Scan & OCR, then In this file) to turn the image of text into real, selectable text. Then treat it like any other PDF: add tags, set the reading order, add alt text, and set the title and language. Without OCR, the file stays an image, and no amount of tagging makes it readable.
There is no “compliant” button. In practice, it means meeting WCAG 2.1 Level AA: a tagged structure, correct reading order, alt text, a document title and language, enough contrast, and labeled form fields. Fix those, then confirm with Acrobat’s checker and a manual screen reader pass. Meeting them strengthens your legal position, but no single tool guarantees compliance. For US public bodies, ADA Title II sets deadlines of 26 April 2027 and 26 April 2028.
In Acrobat, open Document properties. The Description tab sets the title, author, and keywords, and the Advanced tab (Reading options) sets the document language. A meaningful title matters because it is what a screen reader announces and what shows in the browser tab.
In Acrobat, go to All tools, then Prepare for accessibility, then Autotag Document, which tags the file automatically as a cloud process. Autotagging is only a starting point, so open the Tags panel and fix anything it got wrong, especially headings, tables, and reading order.
For a handful, remediate each one in Acrobat. For hundreds, fixing them all by hand is not realistic: fix your source templates so new PDFs export accessibly, prioritize your most-used documents, and consider a batch remediation service for the backlog. Fixing the source once prevents the same errors across every future export.
AUTHOR
Melwyn holds a Bachelor's degree in Computer Science and has been writing professionally for over 4 years. He has a strong background in SEO and is certified in web accessibility from the World Wide Web Consortium (W3C). When he's not writing about website optimisation, you can find him enjoying a game of FIFA or exploring the open world of GTA.
Melwyn Joseph 
