How do I make a PDF form accessible for everyone?

Use a well-structured Word document as your starting point, but don't use Word's form tools. In Acrobat, add a label for every field so users know what to type. Give each field a Tooltip, which is a description for screen readers. Make sure the tab order is correct so people can easily navigate the form. Use simple fonts like Arial or Times, at least 11pt size. Run the Accessibility Checker in Acrobat before you share the form.

If I want people who use Adobe Reader to save their filled-out forms, what must I do?

After you finish making your form in Acrobat, go to the 'File' menu. Choose 'Save as Other'. Then select 'Reader Extended PDF'. Click on 'Enable More Tools (includes form fill-in & save changes)'. This lets Reader users save their typed answers.

Create Fillable Onboarding in Adobe Acrobat — How-to & AI prompts

AI prompts

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BImprove — “do it better”Before rollout, cut follow-ups: add inline guidance for tax fields, auto-fill commonly repeated…+

Before rollout, cut follow-ups: add inline guidance for tax fields, auto-fill commonly repeated fields, include a progress bar and required-field indicators, add a short ‘how to submit’ note for new hires, and pilot with the next [N=2] new hires to catch missing items.

when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

How to do it

the tool · the steps · what to avoid

1
Open Adobe Acrobat Pro on your computer.
2
Select the Tools tab.
3
Find and select Prepare Form under Forms.
4
Choose an existing file to use as your form, or select the option to create a new one.
Best practiceIf your form is not already a PDF, convert it to PDF before starting this process.
5
Click Start to let Acrobat detect form fields automatically, or manually add fields as needed.
Best practiceLetting Acrobat auto-detect fields can save time, but always review and adjust the detected fields for accuracy.
6
Use the toolbar to add, move, or delete form fields such as text boxes, checkboxes, and drop-down lists.
7
Double-click any form field to edit its properties, such as name, tooltip, and appearance.
8
When finished, use File > Save to save your fillable PDF form.

In the appWith the API

You can quickly test your form by switching to Preview mode in the Prepare Form tool to see how users will fill it out.

This runs in the Acrobat app - there is no separate API for this task.

Glossary

words on this page

Form FieldA special area in a document where you can type information or make a choice.

TooltipA small message that appears when you point to something, helping people understand what a form field is for.ExampleHovering over the 'Submit' button reveals a tooltip saying 'Click to send your completed form'.

Tab OrderThe order in which you move from one field to the next when you press the Tab key.

Who does this

3 roles

Administrative AssistantHR CoordinatorOffice Manager

FAQ

about this task

Use a well-structured Word document as your starting point, but don't use Word's form tools.
In Acrobat, add a label for every field so users know what to type.
Give each field a Tooltip, which is a description for screen readers.
Make sure the tab order is correct so people can easily navigate the form.
Use simple fonts like Arial or Times, at least 11pt size.
Run the Accessibility Checker in Acrobat before you share the form.

Making a form in Microsoft Word uses Word's own form tools. These tools do not create accessible PDF form fields when you save the document as a PDF. This means people using screen readers might not be able to use your form. When you make a form in Adobe Acrobat using 'Prepare a Form,' Acrobat creates proper PDF form fields. These fields can be made accessible with labels, tooltips, and correct tab order, ensuring everyone can fill out the form easily and correctly.

A Tooltip is important because it provides a description for each form field. This helps people using screen readers understand what information they need to enter into that specific field. Without a Tooltip, a screen reader user might not know what to type, making the form difficult or impossible to complete.

After you finish making your form in Acrobat, go to the 'File' menu.
Choose 'Save as Other'.
Then select 'Reader Extended PDF'.
Click on 'Enable More Tools (includes form fill-in & save changes)'. This lets Reader users save their typed answers.

A 'tag' in a PDF form field is like a hidden label that tells assistive technologies, such as screen readers, about the field's purpose and its relationship to other content. It matters because it helps create a logical structure for the document. This structure allows screen readers to present the form content in a meaningful order, making it much easier for users with visual impairments to understand and complete the form accurately.

Create Fillable Onboarding

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