Creating Accessible PDFs

Important Note

If you do not have an Adobe Pro licence or InDesign software, you should not be creating PDFs. Without these tools, you cannot correctly tag, structure or repair a PDF for accessibility.

Top Tips for Converting Word Documents to PDF

• Start with an accessible Word document — headings, lists, alt text and reading order must be correct before export.
• Use built‑in Word styles — they convert cleanly into PDF tags.
• Ensure all images have meaningful alt text — decorative images should be marked decorative.
• Use accessible tables — header rows, no merged cells, no blank rows or columns.
• Check link text — avoid “Click here”; use descriptive links.
• Use left alignment — improves readability and supports assistive software.
• Export using “Save As PDF” with options — ensure “Document structure tags for accessibility” is ticked.
• Never print to PDF — this removes all tags and makes the PDF inaccessible.

Top Tips for Checking PDF Accessibility

• Run the Adobe Accessibility Checker — it identifies missing tags, reading order issues and structural problems.
• Check the tag tree — headings, paragraphs, lists and tables must be correctly tagged.
• Check reading order — ensure content flows logically for screen reader users.
• Check alt text — every meaningful image must have alt text; decorative images must be marked decorative.
• Check tables — ensure header cells are tagged and the structure is logical.
• Check colour contrast — text must meet WCAG contrast requirements.
• Check link purpose — links must be descriptive and clear.
• Use the Read Out Loud tool — this gives a quick sense of how assistive software will interpret the document.

Who Benefits

Accessible PDFs support screen reader, magnifier and voice‑control users, also colour blind, dyslexic readers and colleagues with cognitive disabilities also benefit. Clear, structured emails benefit everybody — not just assistive software users.