How do I make sure my PDF is accessible after I create it?

First, use the 'Automatically tag PDF' tool to add basic structure. Then, manually check and fix the 'Reading Order' to ensure text flows logically. Finally, run the 'Accessibility Checker' to find and fix any remaining issues like missing alt text or incorrect headings.

Prepare Deviation Report in Adobe Acrobat — How-to & AI prompts

AI prompts

2 ways to ask · copy any one

AExecute — “help me do it”Draft a deviation report PDF explaining the mass failure on [lot=L-2207], describe immediate…+

Draft a deviation report PDF explaining the mass failure on [lot=L-2207], describe immediate containment and recommend corrective actions, and attach failed test records for the quality committee review.

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

BImprove — “do it better”Make the deviation report persuasive for the quality committee: open with the impact statement…+

Make the deviation report persuasive for the quality committee: open with the impact statement (failed yield, affected batches), summarize root-cause evidence, list prioritized corrective and preventive actions with owners and deadlines, and append the raw test data so reviewers can accept or challenge recommendations quickly.

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 the PDF document you want to check for accessibility.
2
Click the Tools tab at the top of the Acrobat window.
3
Scroll through the list and select Accessibility to add the Accessibility tools to your workspace if they are not already visible.
Best practiceIf you do not see the Accessibility tools, you may need to add them from the Tools pane as they are not shown by default.
4
In the Accessibility tools pane, click Full Check.
5
In the Accessibility Checker Options dialog, review the settings and click Start Checking.
Best practiceFor a thorough check, ensure all checkboxes are selected before starting the check.
6
Review the results displayed in the Accessibility Checker panel on the left side of the screen.

In the appWith the API

You can right-click in the Navigation Pane to show the Accessibility tags panel for more detailed tag inspection.

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

Glossary

words on this page

AccessibilityMaking sure everyone, including people with disabilities, can use something.ExampleThe website was designed with Accessibility in mind, so screen readers can easily navigate it.

Alt textA short description for images so people who cannot see them know what they show.ExampleA person using a screen reader hears 'a red bicycle leaning against a brick wall' when they encounter the image.

TaggingAdding labels to parts of a document so screen readers can understand it.ExampleTagging a document helps visually impaired users navigate its content with a screen reader.

Who does this

3 roles

Accessibility SpecialistInstructional DesignerDocument Remediator

FAQ

about this task

First, use the 'Automatically tag PDF' tool to add basic structure.
Then, manually check and fix the 'Reading Order' to ensure text flows logically.
Finally, run the 'Accessibility Checker' to find and fix any remaining issues like missing alt text or incorrect headings.

PDF/UA is a specific standard for PDF documents, focusing on how a PDF's internal structure supports accessibility. WCAG (Web Content Accessibility Guidelines) is a broader set of guidelines for all web content, including PDFs, but it's not specific to the PDF format. Many regulated documents need to meet both standards to be fully compliant, as PDF/UA deals with the technical PDF structure while WCAG covers the user experience.

Fixing the source document, such as a Microsoft Word file, before converting it to PDF is much more efficient. When a source document is created with accessibility in mind (e.g., using proper heading styles, alt text for images), the exported PDF will often be accessible from the start. This saves a lot of time and effort compared to fixing an untagged PDF later, which can be very time-intensive.

Yes, even scanned PDFs can be made accessible. Acrobat's 'Automatically tag PDF' tool uses smart technology (Sensei-powered) to identify and tag elements like headings, tables, and paragraphs in both native and scanned PDFs. However, you will still need to manually verify the reading order and add alt text for images, as automation is not perfect for complex scanned content.

Alt text, or alternative text, is a short description of an image or graphic. It matters for PDF accessibility because screen readers use alt text to describe images to people who cannot see them. Without alt text, visually impaired users would miss important information conveyed by pictures, making the document less understandable.

Prepare Deviation Report

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources

Adobe help

Other guides