A Practical Guide to Accessible PDFs for Faculty and Staff

Why Accessibility Matters

PDFs are widely used across the university for syllabi, forms, handbooks, reports, course catalogs, and other important resources. While PDFs may appear easy to read for most users, many are completely inaccessible to individuals who rely on assistive technologies such as screen readers.

Think of a standard PDF as a photograph of text. A screen reader cannot properly interpret a picture of words. An accessible PDF, however, contains hidden structural information that tells assistive technology what the content is, how it is organized, and the correct order in which it should be read.

Federal Accessibility Requirements

Federal accessibility regulations now require that digital documents used for applying to programs, accessing services, or participating in university activities must be accessible by **April 24, 2027**.

Ensuring accessibility is not only a legal obligation — it is also essential to providing equal access and an inclusive experience for all users.

What Makes a PDF Accessible?

An accessible PDF includes features that allow assistive technologies to properly interpret and navigate the content.

Accessible PDFs should include:

* **Selectable text**

  Users should be able to highlight and copy text. If the document is only a scanned image, screen readers cannot read it.

* **Proper headings and document structure**

  Headings help screen readers identify titles, sections, paragraphs, and lists.

* **Alternative text (alt text) for images**

  Alt text provides descriptions of meaningful images for users who cannot see them.

* **Logical reading order**

  Content must be arranged so screen readers read information in the correct sequence.

* **Accessible tables**

  Tables should include properly labeled headers so screen readers can interpret relationships between rows and columns.

* **Labeled form fields**

  Forms should clearly identify what information users are expected to enter.

 How to Create Accessible PDFs

Recommended Method: Start in Microsoft Word

The easiest and most effective way to create an accessible PDF is to build the document correctly in Microsoft Word before exporting it as a PDF.

Microsoft Word is included with your Office 365 account and provides built-in accessibility tools.

Best Practices in Word

When creating documents in Word:

1. Use built-in heading styles such as **Heading 1**, **Heading 2**, and **Heading 3** instead of manually enlarging or bolding text.

2. Add alt text to images by right-clicking the image and selecting **Edit Alt Text**.

3. Use Word’s built-in bullet and numbering tools instead of typing dashes or numbers manually.

4. Create tables using the **Insert Table** feature rather than spaces or tabs.

5. Use descriptive hyperlink text such as:

   * “View admissions requirements”

     instead of:

   * “Click here”

6. When exporting to PDF:

   * Go to **File → Save As → PDF**

   * Select **Options**

   * Check **Document structure tags for accessibility**

   * Save the file

Creating Accessible PDFs from PowerPoint

PowerPoint follows similar accessibility principles:

* Use built-in slide layouts

* Add alt text to images and graphics

* Maintain proper reading order

* Check accessibility settings before exporting to PDF

When exporting PowerPoint presentations as PDFs, ensure that accessibility structure tags are enabled.

Fixing Existing PDFs

Existing PDFs can often be remediated using **Adobe Acrobat Pro**.

If you need access to Adobe Acrobat Pro, please contact JSU IT.

Keep in mind that remediation can be time-consuming. Complex documents may require several hours to fully repair and validate for accessibility compliance. Creating accessible documents from the beginning is significantly more efficient than correcting inaccessible files later.

Common Accessibility Mistakes to Avoid

Avoid the following practices when creating PDFs:

* Uploading scanned documents that contain only images of text

* Using spaces or tabs to visually align content

* Inserting screenshots of text instead of actual text

* Creating “fake headings” by only enlarging or bolding text

* Relying solely on color to communicate meaning

For example, using only red text to indicate errors may not be understandable for users with color vision deficiencies. Always include text labels, symbols, or icons in addition to color.

Do All PDFs Need to Be Accessible?

Not necessarily. Certain limited exceptions may apply, including:

* Archived historical documents that are no longer actively used

* Materials for discontinued programs or services

* Individualized secured documents such as transcripts within password-protected systems

However, if an accessible version of an exempt document is requested, the university must provide one within **two business days**.

All current and actively used materials — including forms, handbooks, syllabi, policies, and student-facing resources — must be accessible and generally do not qualify for exemptions.

Whenever possible, provide contact information so users can request accessible versions of documents.

Consider Using HTML Instead of PDF

In many situations, a web page may be a better option than a PDF.

HTML web pages are generally:

* More accessible

* Easier to update

* More mobile-friendly

* Better optimized for assistive technologies

Content that changes frequently or is primarily informational may be better suited for a web page rather than a downloadable PDF.

Examples include:

* Course catalogs

* Student handbooks

* Policies and procedures

* General informational content

Accessibility Checklist Before Publishing a PDF

Before publishing a PDF, confirm the following:

* Can the text be highlighted and selected?

* Were proper heading styles used?

* Does every meaningful image include alt text?

* Were accessibility structure tags enabled during export?

* Was the document checked using the accessibility checker in Word or Adobe Acrobat Pro?

* If the document is a form or application, is it fully accessible?

* If the document qualifies for an exception, is there a clear method for requesting an accessible version?

Need Assistance?

For accessibility guidance, training, or document remediation support, please contact your Accessibility Coordinator.

Professional PDF remediation services are also available for highly complex documents.