If possible, it is always best to start with an accessible source document (e.g., in Microsoft Word) and export it to an accessible PDF. This reduces the likelihood that the PDF will need to be remediated for accessibility. There are several tools available for checking PDFs for accessibility:
- Adobe Acrobat Pro – This is the most common tool used for checking PDF accessibility, and is the only tool in this list that can also be used for fixing accessibility problems. See below for step-by-step instructions on how to use this tool.
- PDF Accessibility Checker (PAC) – This is a free tool (Windows-only) that provides more comprehensive detail than Adobe Acrobat Pro, but Acrobat Pro is still required for fixing the problems found. See below for additional information about PAC.
- Ally (in Canvas) – Ally is a tool in Canvas that automatically checks course content and files uploaded by instructors and provides feedback to instructors about the accessibility of these materials. For additional information, see Canvas Accessibility Checkers.
Checking PDFs for Accessibility with Adobe Acrobat Pro
To complete each of the items in this checklist, you will need Adobe Acrobat Pro. The checklist specifically applies to Acrobat Pro DC.
WebAIM’s tutorial on PDF Accessibility is an excellent accompaniment to the current checklist.
NOTE: Modifying PDFs can have unpredictable results. Save often! (Saving multiple versions is recommended.)
Step 1. Does document have text?
How to test: Try selecting text using a mouse, or select all text using Edit > “Select All” from the Acrobat menu.
If No, this is an image file and is not accessible. Covert to text using View > Tools > “Recognize Text.”
Step 2. Is document tagged?
How to test: Go to File Properties (Ctrl+D in Windows, Command+D in Mac). In the bottom left corner of the Document Properties dialog, see the “Tagged PDF” field.
If No, this document needs to be tagged. Tags provide the structure on which accessibility is built. Add tags by selecting View > Tools > Accessibility > “Add Tags To Document.”
Step 3. Run the accessibility checker.
How to test: Run the accessibility checker that is built in to Acrobat Pro.
- Open the PDF in Adobe Acrobat Pro.
- Go to All Tools > Prepare for Accessibility > Check for Accessibility.
- Select the desired options and select, Start Checking.
- Review the Accessibility Report.
The report lists issues into categories (Document, Page Content, Forms, Alternate Text, Tables, Lists, and Headings). Each category label includes in parentheses the number of issues found. Expand the category to see specific issues within that category. Each issue is preceded by an icon indicating that the item either passes, fails, or requires manual inspection. Right-click on any item to see a list of options for fixing the problem or learning more about it.
In some instances, you may be able to fix issues addressed in the Accessibility Report by right clicking and selecting Fix from the context menu. In most instances, you will need to find the issue within the tag tree and make the correction.
Step 4. Check the “Tag Tree” for lingering errors
To manually inspect the tag tree in Adobe Acrobat Pro, from the View drop-down menu select Show/Hide > Navigation Panes > Tags. This will display the tags in descending order from top to bottom. Place focus at the top of the tag tree and use the down arrow on your keyboard to inspect the tags to make sure the heading level structure is correct and elements are tagged accurately. For details, see Adobe’s Accessibility Repair Workflow for PDFs using Acrobat DC.
Checking PDFs for Accessibility with PAC
PAC (PDF Accessibility Checker) is a free tool (Windows-only) designed to test PDFs for compliance with PDF/UA (Universal Accessibility), an international standard formally known as ISO 14289-1, designed to ensure that PDFs are universally accessible. PAC is more specialized than the accessibility checker built into Adobe Acrobat Pro, and provides a greater level of detail on the accessibility issues it finds. Key features include a detailed compliance check against PDF/UA success criteria, a built-in table inspector, and a logical structure preview that shows how screen readers interpret the document.
How to Run the Accessibility Checker
- Download the latest version of PDF Accessibility Checker from the PAC website.
- Run the application from the file, then upload the PDF to the application.
- This will generate a report and visual inspection with pass/fail results.
Note that PAC is just an accessibility checker. Acrobat Pro is still required for fixing the problems found.