Web Accessibility at the University of California

Creating Accessible PDF Documents

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PDF documents can have significant accessibility problems. While there's no quick, one-click solution, creating accessible PDF documents is possible.

Keep in Mind...

1. When scanned, text documents are converted into images. These types of PDF files are not accessible since screen readers cannot read text in images. Scanned PDFs of text documents should not be posted on the Web. PDFs created with OCR software are generally accessible because they contain text, though they may be unstructured documents. (See "Key Definitions" below.) However, it's important to make sure the original copy to be scanned is pristine.
2. PDF files created with Adobe Acrobat Professional can be accessible provided the source document (Word, Powerpoint, etc.) has been properly authored, or structured, and converted into the PDF format.
3. The key to creating an accessible PDF is to take the appropriate steps when authoring the source document and before converting it into a PDF file.
4. Question whether it is essential to post a PDF document or if HTML or Word versions can be posted instead.
5. If a PDF is required, consider offering HTML or Word versions as well.

Get the Right PDF Software—It's Cheap!
Adobe Acrobat Professional v. 9 (only the Windows version offers accessibility tools) offers the most advanced tools for creating accessible PDFs. Earlier versions may not offer accessibility features. Acrobat 9 is available to University users at a very competitive price per license from SHI, our software reseller. Each campus end-user may receive different pricing, however. Your departmental administrator can work with the local purchasing services unit to obtain pricing and purchase the license. Your IT administrator can provide guidance about local installation procedures.

Use the Accessibility Features

• Use the accessibility functions in Acrobat's Advanced menu. You can get a report about the accessibility of your PDF, and tips for fixing any problems.
• Refer to Adobe's guides for making accessible documents.

Key Definitions

• OCR: Optical Character Recognition software interprets letters from a printed page and converts them into a searchable document so it can be read by a screen reader.
• Scanned Image: In short, a photographic copy of a printed page. It cannot be read by a screen reader.
• Structured/Unstructured Documents: A structured document enables a screen reader to follow a hierarchical order. Structured documents are created using styles in Word to identify headings, sections, columns, and paragraphs.

Read More
WebAIM offers information about making accessible PDFs.