How do I make sure my PDF is accessible for people using screen readers?

First, use 'Automatically tag PDF' in Acrobat. This creates a basic structure. Next, check the 'Reading Order' tool to ensure text flows correctly. Finally, run the 'Full Check' (Accessibility Checker) to find and fix any remaining issues like missing alt text for images or incorrect heading levels.

Routine Accessible Reports in Adobe Acrobat — How-to & AI prompts

AI prompts

1 way to ask · copy any one

DBecome — “help me grow”Requests for accessible audit reports are increasing and tagging them ad hoc breaks formatting…+

Requests for accessible audit reports are increasing and tagging them ad hoc breaks formatting and delays issuance. Identify the recurring technical and process friction points we hit when tagging audit reports and recommend one operational standard so every final report is delivered accessible without last‑minute fixes.

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

Accessible PDFA PDF that people with disabilities can use, often with tools like screen readers.ExampleAn Accessible PDF allows a visually impaired user to have its content read aloud by a screen reader.

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 'Automatically tag PDF' in Acrobat. This creates a basic structure.
Next, check the 'Reading Order' tool to ensure text flows correctly.
Finally, run the 'Full Check' (Accessibility Checker) to find and fix any remaining issues like missing alt text for images or incorrect heading levels.

PDF/UA is a specific standard for PDF documents, focusing on how the PDF itself is built to be accessible. WCAG (Web Content Accessibility Guidelines) is a broader set of guidelines for all kinds of digital content, not just PDFs. Many rules for accessible PDFs come from WCAG. Regulated work often needs to meet both standards. Think of PDF/UA as the specific rules for a PDF, and WCAG as the general rules for all digital things.

It is much easier and saves a lot of time to fix accessibility issues in the source document, such as a Microsoft Word file. When you create a PDF from an accessible source document, many accessibility features like headings, lists, and alt text are carried over automatically. Remediating an existing PDF that was not created accessibly can be very time-consuming and complex, often requiring manual adjustments to tags and reading order.

Yes, Acrobat's 'Automatically tag PDF' feature, powered by Sensei, can work with scanned PDFs. It can identify and tag elements like headings, tables, lists, and paragraphs even in image-based documents. However, after auto-tagging, you will still need to manually check the reading order and add alt text for any images, as automation might not get everything perfect in a scanned document.

Reading order is the sequence in which a screen reader or other assistive technology reads the content on a page. It is important because if the reading order is wrong, content might be read out of sequence, making no sense to the user. For example, a caption might be read before its image, or columns of text might be read across instead of down. Correct reading order ensures a logical flow of information.

Routine Accessible Reports

When to use it

AI prompts

How to do it

Glossary

The real tasks

Who does this

FAQ

Sources

Adobe help

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