How to Make a PDF Accessible: A Step-by-Step Guide for 2025

PDFs Are Everywhere, But Are They Accessible?

PDFs are one of the most commonly used digital formats across websites, government portals, and corporate communication. But here’s the challenge: most PDFs are not accessible to users with disabilities.

For people who use screen readers, keyboard navigation, or other assistive technologies, an inaccessible PDF can be as frustrating as a blank page.

In this guide, we’ll show you:

• Why PDF accessibility matters
• What makes a PDF accessible
• Step-by-step instructions for creating accessible PDFs
• Tools you can use to test and remediate documents
• Compliance standards and best practices to follow

Whether you’re a designer, marketer, document author, or government employee, this article will help you create inclusive, user-friendly PDFs that meet accessibility standards.

Why Accessible PDFs Matter

1. Legal Compliance

PDFs used on websites must meet accessibility standards like WCAG 2.1, PDF/UA, and be compliant under laws like:

• ADA (Americans with Disabilities Act)
• AODA (Accessibility for Ontarians with Disabilities Act)
• Section 508 (U.S. federal websites)
• Accessible Canada Act

2. Inclusive User Experience

Accessible PDFs ensure that:

• Screen reader users can hear the content
• People with low vision can navigate logically
• All users can access information regardless of disability

3. Improved SEO and Usability

Search engines index text within PDFs. An accessible, tagged PDF has better content structure and discoverability.

What Makes a PDF Accessible?

To be accessible, a PDF must meet several criteria:

Step-by-Step: How to Create Accessible PDFs

Step 1: Start with Accessible Source Files

Use Microsoft Word or Adobe InDesign and apply:

• Proper heading levels (e.g., Heading 1, Heading 2)
• Table structures, not tabbed text
• Descriptive alt text for images
• Logical tab order for form fields

Export your file to PDF with accessibility tags enabled.

Step 2: Use Adobe Acrobat Pro for Remediation

• Open the PDF in Adobe Acrobat Pro DC
• Go to Tools > Accessibility
• Run the Accessibility Checker
• Use the Reading Order Tool to adjust structure
• Add or edit tags, alt text, and tab order

Step 3: Add Accessibility Features

• Use Headings and Bookmarks for long documents
• Include document language settings
• Set proper tab order for form fields
• Include metadata (title, author, subject)

Pro Tip: Use PDF/UA (Universal Accessibility) Standards
PDF/UA is the ISO standard for accessible PDFs. If you’re designing for government, healthcare, or education, targeting PDF/UA compliance ensures long-term legal and functional success.

Best Tools to Create and Test Accessible PDFs

Case Study: 

A federal agency in Canada updated all downloadable PDFs on its website to meet WCAG 2.1 AA and PDF/UA standards. The result:

• 92% reduction in user complaints from screen reader users
• Increased engagement time on accessibility-related reports
• Avoided a pending lawsuit under the Accessible Canada Act

Conclusion: 

Creating accessible PDFs isn’t just a technical task — it’s a commitment to inclusion. Whether your PDFs contain reports, forms, brochures, or instructions, accessibility ensures that everyone can engage with your content.

By making small adjustments today, you’ll avoid legal risks, improve usability, and promote digital equity.