Give
Search

Digital Accessibility for PDFs

Accessible PDFs support inclusive communication and compliance with accessibility standards

  1. Home
  2. Departmental Directory
  3. Information Technology
  4. Digital Accessibility
  5. Training
  6. Digital Accessibility for PDFs

Creating an Accessible PDF

PDFs are the most challenging file formats for accessibility. If possible, avoid using PDFs. If you must use a PDF, also provide the document in its original format whenever possible (Word, PowerPoint, etc.).

  • Below is guidance on how to create, remediate, and select alternative formats that are more accessible than a PDF.

To create an accessible PDF, you must first create an accessible source document. It is recommended to first create an accessible Word file, then Save as a PDF or Export to PDF. Do not print to PDF. If you are using Canva, do not select flatten PDF.

Work with a lot of PDFs?

Faculty and staff can request access to CommonLook, a tool that streamlines PDF accessibility fixes but requires some time to learn.

Remediating a PDF

Remediating a PDF means ensuring its digital elements are properly tagged so they can be read by assistive technologies. These tags define each element’s type and reading order, allowing screen readers and other tools to present the content accurately.

 

If you have a PDF that you did not create, but want to share with others, it will likely need to be remediated to make sure it is accessible.

 

Adobe Acrobat Pro can be used to check and fix accessibility issues. It’s available on computers outside the IDEALab on the first floor of J.D. Williams Library. This process can be time-consuming for new users, but the guide below provides a quick overview of the Accessibility Checker tool.

  • Open your PDF in Adobe Acrobat Pro
  • Select the Accessibility tool (purple person icon) from the right-hand side Tools panel. A new panel will appear on the right-hand side. Select Accessibility Check.
    • If you do not see the Accessibility tool, select More Tools then add the Accessibility tool.
  • A pop-up should appear. Under Category select Document and ensure the following items are checked:
    • Accessibility permission flag is set
    • Document is not image-only PDF
    • Document is tagged PDF
    • Text language is specified
    • Document title is showing in title bar
  • Under Category select Alternative Text and Headings and ensure the following items are checked:
    • Figures require alternative text
    • Appropriate heading nesting
  • Select Start Checking to run the accessibility checker

After running the Accessibility Checker the results will appear on the left-hand side. Dropdown arrows next to each issue type show the specific accessibility issues flagged. Left-click on a failed issue to learn more about it and, for some issues, apply fixes.

For more information view Create and verify PDF accessibility (Acrobat Pro)

Training and Resources

Ole Miss partners with Deque University to offer accessibility training on a variety of topics, including PDFs, to students, faculty, and staff.

Sign Up For Accessibility Training through Deque University

For more information on how to use CommonLook, visit the CommonLook Training Calendar