Accessibility Quick Guide
Create Accessible PDF’s
WHAT MAKES A PDF ACCESSIBLE?
Contains readable text
A PDF must contain underlying text. To check if your PDF has readable text, save your PDF as a text
accessible version (File > Save As > Text Accessible). Beware of PDFs created by scanning as this type of PDF
is normally displayed as an image rather than actual text. Use the built in Optical Character Recognition OCR
feature in Adobe Acrobat Standard or Professional to recognize text in Scanned PDF’s that are image only or
use other OCR software to convert image only files to text.
Contains Tags
Tags in a PDF define how the document is structured and the type of content contained in the document (e.g.
headings, images, text, tables). Assistive technology uses the underlying tags in the document to provide
access to a user. To check if your document is tagged go to File > Properties > Description Tab > Advanced
area > Tagged PDF. It will indicate “Yes” if tagged and “No” if document contains no tags.
Text is in a logical reading order
Does the text in your PDF read in a logical order? To test the reading order, save your PDF as a Text
Accessible version (File > Save As > Text Accessible). The order depicted in the text accessible file translates
to the reading order of your PDF and how an assistive technology device, such as a screen reader, would read
your document.
Document Language is identified
Document language specifies in what language the document is to be read. Document language allows users
to set screen readers to the appropriate language settings in order to access the document. Document
language can be set via: (File > Properties > Advanced Tab > Reading Options > Language)
Alternative Text is available for images
Alternative text is a brief text description that should be added to images, charts, graphs, objects or any
other visual element you add to content you create. Alt text works as a replacement for the image and
provides information about image purpose, significance and context. Alt Text is normally added via an Alt
Text field (or Web field) in the originating application (such as Microsoft Word).
Accessible Technology Initiative
ati@csus.edu
www.csus.edu/accessibility
February 10, 2016
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Table header cells are identified
For tables containing data, define row and column headers. This can be done in some originating
applications (like Microsoft Word).
Forms contain field descriptions and display a logical tab order for elements
Field descriptions and field tab order can be added and reviewed using Adobe Acrobat Professional.
NOTE: To be considered accessible, a PDF must fulfill Section 508 requirements. The list above represents
508 requirements common to PDF files. For a comprehensive list of requirements, see the Section 508 Web
site at http:/www.section508.gov.
STEPS TO MAKE A PDF ACCESSIBLE
1. Begin by creating an accessible source document (Word, PowerPoint, etc.). Review source document
to ensure all accessibility elements have been included: Heading Styles, logical reading
order/structure, descriptive Links, table column headers, alt text etc. Accessible PDF’s begin BEFORE
a file is converted to PDF!
2. Make sure important images in your source document contain alternative text
a. Word 2003: Select the image, right-click, select format picture, select the Web tab, type
Alternative text description
b. Word 2007: Select the image, right-click, select Size > from the Size dialog box select the Alt
Text tab, type Alternative text description
For detailed steps about creating accessible documents in Microsoft Word and PowerPoint, see training manuals and video
tutorials available from the Accessibility Guides web page: http://www.csus.edu/accessibility/guides.html or from the
accessibility handouts section on the Sac State training handouts web page: http://www.csus.edu/training/handouts/.
3. Convert to PDF. If Adobe Acrobat Professional is installed on your computer, you will see an Acrobat
Tab available from the Word 2007 menu. Select the Acrobat Tab and click on the Create PDF button.
Please Note: Do NOT use the File > Print to PDF option to convert source files into PDF. The resulting PDF
will contain no tags and not be accessible to users of assistive technology.
For detailed information on creating accessible PDFs, see the workshop handout titled PDF Accessibility: How
to Create Accessible PDFs Using Adobe Acrobat also located on the Sac State training Web site:
http://www.csus.edu/training/handouts/.
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Mac Users: Microsoft Office 2008 does not support the creation of a tagged PDF which is critical to PDF
accessibility. It is best to add accessible elements (e.g. alternative text; see step 1 above) using MS Word on
Windows, then use Create PDF button (on Windows) to convert your document to PDF. Another option is to
use Open Office for Mac: http://www.openoffice.org to author source documents, add accessibility elements
and export document as PDF.
Additional Information
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Office 2003 Users: The Acrobat Tab is only available with the full version of Adobe Acrobat (Acrobat
Standard/Professional) installed on your computer.
Office 2007 users: In order to access the Acrobat Tab in Office Programs, you must be running Adobe
Acrobat Professional 8.1 (check for updates in Acrobat 8) or higher.
If running Office 2007, you can install the Microsoft Office Add-in to save files as PDF/XPS which will
convert your document into PDF format. Visit the Microsoft website: http://www.mircrosoft.com for
add-in information. You will need Adobe Acrobat Standard/Professional to edit the PDF.
If PDF Maker is unavailable, you will need to check and potentially fix accessibility problems using
Adobe Acrobat (it is highly recommended that you use Adobe Acrobat Professional version 8 or 9,
which is currently available from your college ITC or at the Technology Learning Center in AIRC 3012).
ACCESSIBILITY RESOURCES
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Accessibility at Sacramento State: http://www.csus.edu/accessibility
Technology Training at Sac State: http://www.csus.edu/training/index.stm
Accessibility Guides: http://www.csus.edu/accessibility/guides.html
Professional Development for Accessible Technology: http://teachingcommons.cdl.edu/access/
Captioning Services at Sacramento State: http://www.csus.edu/accessibility/captioning.html
Faculty Staff Resource Center: http://www.csus.edu/irt/FSRC/