How can I make sure my Reusable Applicant Form is easy for everyone to use, including people with screen readers?

Give every form field a clear label. Add a 'Tooltip' description for each field, which screen readers use. Make sure the tab order is correct so users can navigate easily. Run the 'Accessibility Checker' in Acrobat before sharing the form.

What is the difference between adding a 'text box' and a 'list box' to my Reusable Applicant Form?

Feature Text Box List Box. Purpose Allows users to type in any short or long text. Presents a list of choices from which users can select one or more options. User Input Free-form typing. Selection from predefined options. Example Use Name, address, essay answers. Country selection, job department, preferred language.

Reusable Applicant Form in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

CDecide — “help me choose”Applicants repeatedly forget elevations and parking counts and staff waste days chasing missing…+

Applicants repeatedly forget elevations and parking counts and staff waste days chasing missing fields. I need a reusable, fillable form that applicants will complete correctly without us policing every submission. I know which fields are mandatory and which can be explanatory, but I can't predict where applicants will skip. Recommend the form structure and two pragmatic validations or instructions that will cut back-and-forth by half, and draft the brief intro text that sets expectations for completeness.

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 fieldsSpaces in a document where you can type information, like your name or date.ExampleThe online registration had several form fields for your address, phone number, and email.

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'.

Accessibility CheckerA tool that checks if your document is easy for all people, including those with disabilities, to use.ExampleRunning the Accessibility Checker helped identify images missing alternative text descriptions.

Who does this

3 roles

Administrative AssistantHR CoordinatorOffice Manager

FAQ

about this task

Give every form field a clear label.
Add a 'Tooltip' description for each field, which screen readers use.
Make sure the tab order is correct so users can navigate easily.
Run the 'Accessibility Checker' in Acrobat before sharing the form.

A 'Reader Extended PDF' is a special version of your form that allows users who only have the free Adobe Reader program to fill out the form and save their typed information. Without extending the PDF, Reader users can fill it out but cannot save their changes, which means they would lose all their work if they closed the document. It's important for forms you want people to complete and return digitally.

Yes, you can use a scanned document. Acrobat's 'Prepare a form' tool can often detect fields even on scanned documents. However, it's usually better to start with a digital document like a well-structured Word file if possible, as the field detection will be more accurate. You will likely need to manually add or adjust many fields on a scanned form.

You should avoid using Word's form tools because they do not export well to accessible PDF form fields. When you convert a Word document with its own form fields into a PDF, those fields often do not become proper, interactive PDF form fields. It's best to create your document in Word without its form tools, then use Acrobat's 'Prepare a form' feature to add the interactive fields directly in the PDF.

Feature	Text Box	List Box
Purpose	Allows users to type in any short or long text.	Presents a list of choices from which users can select one or more options.
User Input	Free-form typing.	Selection from predefined options.
Example Use	Name, address, essay answers.	Country selection, job department, preferred language.

Reusable Applicant Form

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Glossary

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