PDFs and Digital Accessibility

When should a PDF be used?

Before publishing content as a PDF, ask the following questions.

Is the document required to be a PDF?

• Is it a legally required form, signed record, or archival document?
• Is a fixed layout necessary for printing, signatures, or official record-keeping?

If yes: A PDF may be appropriate, but it must be fully accessible.

Is the content meant to be read online?

• Is it informational content such as instructions, policies, guidance, or schedules?
• Will users read it on phones, tablets, or using assistive technology?
• Does it need to be easy to navigate, search, or update?

If yes: The content should be provided as accessible HTML.

Does the content change regularly?

• Is it updated each term, semester, or year?
• Will it require frequent edits or corrections?

If yes: HTML is the preferred format to avoid repeated remediation.

Does the document include complex elements?

• Tables, schedules, charts, or forms
• Images that require alt text
• Multi-column layouts

If yes: HTML is often easier to make and keep accessible.

Bottom line

If the information is intended to be read and used on the web, accessible HTML should be the default. Use PDFs only when a document format is necessary, and ensure they meet accessibility requirements before publishing.

How to make a PDF accessible

If a PDF is required, it must be created and reviewed for accessibility before it is published. To ensure your PDF is accessible, follow the steps below.

Use an accessible source document

• Create the document in Microsoft Word, PowerPoint, or another supported authoring tool
• Use built-in heading styles, lists, and table tools rather than visual formatting
• Add meaningful alt text to images, charts, and diagrams

Export to a tagged PDF

• Use the built-in “Save as PDF” or “Export” option
• Ensure document structure and tags are preserved during export
• Avoid scanning documents unless OCR and tagging are applied

Check reading order and structure

• Confirm headings are properly nested
• Verify tables include header rows and simple structure
• Ensure content reads logically when read aloud by a screen reader

Check color and contrast

• Ensure sufficient contrast between text and background
• Do not rely on color alone to convey meaning

Run an accessibility check

• Use built-in accessibility checkers in Microsoft Office and Adobe Acrobat
• Address all reported errors and warnings before publishing

Avoid common accessibility issues

• Do not use images of text unless necessary
• Avoid complex layouts such as multi-column text when possible
• Ensure links are descriptive and meaningful out of context

Tip: If a PDF requires frequent updates or includes complex tables, forms, or schedules, consider providing the content as accessible HTML instead.