There is more to making PDF documents accessible than designing a visually pleasing document. You should first consider the logical structure of the file itself. If you are working with a large file, for example, you will want to create internal navigation links so browsers can move quickly to the section or chapter for which they are looking. Similarly, you will need to take full advantage of structural elements that identify sections, columns, and paragraphs. You will save yourself a great deal of time and effort if you avoid creating text-based tags within a tag creator.
If you are using Microsoft Word to create your document, you should check out our hints for using structural elements which will go a long way in making an accessible document. Once you have created the word document, you can then continue with PDF creation.
Converting a Word Document to PDF
Now that you have formatted your Word document, it’s time to convert it to PDF. First, make sure you have a PDF creator installed. In this example we will use Acrobat, by selecting the Acrobat tab in Word. We must first configure some preferences before we save the file as a PDF. To do this, you would select 'Preferences'. This will open a new window where options can be selected.
Under the 'Settings' tab, ensure all of the following are selected:
- View Adobe PDF result
- Prompt for Adobe PDF file name
- Convert Document Information
- Create Bookmarks
- Add links
- Enable Accessibility and Reflow with tagged Adobe PDF
- Select the Bookmarks tab and make sure 'Convert Word headings to bookmarks' is selected
You are now ready to create your PDF. Still under the Acrobat tab, select 'Create PDF'. A window will open where you can decide where to save the PDF. Now select the 'Save' button. This will result in your PDF being created and then viewed. But wait – we are not quite finished yet.
PDF 'Tweeking'
Your PDF should now be open for your viewing. To make this document even more accessible, we should make one final change.
- With the newly created PDF open, select the tab 'File' and then 'Properties. A new Window will open.
- Select the tab 'Initial view', and using the drop down menu beside Navigation, select 'Bookmarks Panel and Page.
- Now select the ‘Advanced’ tab, and under Reading Options, make sure that a language is selected. In this case, I have selected ‘English’ from the drop down menu.
- Select the ‘Okay’ button at the bottom of this screen.
- Now, still within your PDF, select ‘File’, and then ‘Save’.
- Close your PDF document and then reopen it to see the results. You should see a Bookmarks menu on the left hand side. The Bookmarks were created by correctly using the ‘Heading’ styles in your original word document.
Accessibility Testing
In addition, you may wish to also run an 'Accessibility Test' on your PDF document (if your version of Adobe allows it). This is a quick test, and actually fun to do.
- Open your newly created PDF.
- Select 'File', 'Action Wizard', 'Create Accessible PDFs'.
- Select 'Accessibility check (full)'.
- Just follow the instructions on the screen to receive your accessibility check results.
Accessibility Checker does not check all accessibility guidelines and criteria, including those in such referenced guidelines, and Adobe does not warrant that your documents will comply with any specific guidelines or regulations. In cases where more certainty is required, it is recommended that you test documents with end users with disabilities, including screen reader users.
