How do I make a PDF form accessible for all users?

Start with a well-structured Word document, but do not use Word's form tools. Use Acrobat's 'Prepare a form' to add fields. Ensure every field has a label, a Tooltip, a tag, and correct tab order. Keep fonts simple (Arial/Times, 11pt minimum). Run the Accessibility Checker before sharing.

If I want people using Adobe Reader to save their filled PDF forms, what steps do I need to take?

After creating your form, go to 'File'. Select 'Save as Other'. Choose 'Reader Extended PDF'. Click on 'Enable More Tools (includes form fill-in and save changes)'. This allows Reader users to save their data.

Standardize New‑Hire Sheet in Adobe Acrobat — How-to & AI prompts

AI prompts

2 ways to ask · copy any one

AExecute — “help me do it”Create a fillable PDF form from our paper onboarding sheet so new hires can complete required…+

Create a fillable PDF form from our paper onboarding sheet so new hires can complete required fields digitally and save returned forms to [folder=HR Onboarding/2026].

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

BImprove — “do it better”Convert the paper onboarding sheet into a standardized fillable PDF with required field…+

Convert the paper onboarding sheet into a standardized fillable PDF with required field validation for name, DOB, tax ID, and emergency contact, add short field hints, and place the template in [folder=HR Onboarding/2026] with instructions on where completed forms should be saved to reduce missing information.

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

Fillable formA digital document with spaces where you can type information or make choices.ExampleThe job application was a fillable form, allowing you to type all your details directly.

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.

The real tasks

the one, listed here

Create a standardized fillable form from our paper onboarding sheet so new hires don’t miss required info.

FAQ

about this task

Start with a well-structured Word document, but do not use Word's form tools.
Use Acrobat's 'Prepare a form' to add fields.
Ensure every field has a label, a Tooltip, a tag, and correct tab order.
Keep fonts simple (Arial/Times, 11pt minimum).
Run the Accessibility Checker before sharing.

It is important because Word's form tools do not create accessible PDF fields. Acrobat's 'Prepare a form' feature is designed to make sure your PDF forms have proper fields that work well with accessibility tools like screen readers, making them usable for everyone.

A Tooltip is a short description for a form field that appears when a user hovers over it. It matters because screen readers use this text to tell visually impaired users what the field is for. Without a Tooltip, screen reader users might not understand how to fill out the form.

After creating your form, go to 'File'.
Select 'Save as Other'.
Choose 'Reader Extended PDF'.
Click on 'Enable More Tools (includes form fill-in and save changes)'. This allows Reader users to save their data.

The best way to start is by having an accessible source document, like a well-structured Microsoft Word document. This provides a good foundation. Then, use Acrobat's 'Prepare a form' feature to add the actual fillable fields, ensuring they are properly set up for accessibility.

Standardize New‑Hire Sheet

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources

Adobe help

Video

Other guides