PDF & Document Accessibility for the Web

When to use a web page vs a PDF

• Choose a web page for content people will read on screens, search, and share (policies, guides, brochures, menus).

• Choose a PDF only when layout fidelity matters (printable forms, whitepapers) or when stakeholders require a downloadable artefact.

• If you publish a PDF, consider a companion web page with the same information for better SEO and mobile UX.

What makes a PDF “accessible”

• Tagged PDF: headings, lists, tables, and reading order are correctly tagged.

• Clear reading order: the content flows logically with no stray columns.

• Text alternatives: informative images have useful alt text; decorative images are marked as artifacts.

• Tables with headers: identify header cells and scope, avoid images of tables.

• Proper link text: meaningful, no raw URLs where possible.

• Document language: set the correct language; mark language changes.

• Bookmarks: mirror the heading structure for quick navigation.

• Form fields (if any): labelled, keyboard operable, error tips provided.

• Selectable text: scanned PDFs are OCR’d (not images of text).

Make accessible documents in common tools

Microsoft Word (exporting to PDF)

1. Use built-in styles (Heading 1, Heading 2, List, Table).

2. Add alt text to informative images; mark decorative ones as decorative.

3. Insert tables with a header row and set Repeat as header row.

4. Write meaningful link text (“Download price list”) rather than raw URLs.

5. Run Review → Check Accessibility and fix issues.

6. Export: File → Save As → PDF and tick Best for electronic distribution and accessibility.

Google Docs

1. Apply heading styles and real lists; avoid manual bold/line breaks.

2. Add Alt text via Right-click → Alt text….

3. Keep tables simple; specify header rows in the first row.

4. Use descriptive link text.

5. Add a title in File → Document details.

6. Export via File → Download → PDF; consider also publishing as a web page for SEO.

Adobe InDesign

1. Build with paragraph styles mapped to export tags (H1/H2/P/List).

2. Place anchored images; set alt text in Object Export Options.

3. Use Articles panel to create the logical reading order.

4. Tag tables and define headers.

5. Export PDF with Create Tagged PDF and Use Structure for Tab Order enabled.

6. Post-export, verify tags/reading order in Acrobat.

Testing PDFs (quick and effective)

• Acrobat Preflight/Checker: run the built-in accessibility check and review issues.

• Manual skim (keyboard): can you Tab through links/form fields in sensible order?

• Screen reader smoke test: read title, headings list, links list, and table headers.

• Select/copy test: can you copy text cleanly? If not, you may need OCR.

• Mobile preview: is text legible without zoom gymnastics? Consider a companion web page.

Hosting and linking documents accessibly

• On the link, include type and size (e.g., “PDF, 1.2 MB”).

• Use descriptive link text (“Accessibility policy (PDF, 1.2 MB)”).

• If a document opens in the same tab, ensure Back navigation is preserved or offer a View online alternative.

• Keep filenames human-readable (e.g., accessibility-policy-v2-2025.pdf).

• Avoid duplicate versions; redirect old URLs to the latest.

PDF forms: labels, errors, and signatures

• Provide properly labelled fields with tooltips; set tab order.

• Offer plain-language error messages and preserve input on validation.

• Consider a web form alternative for mobile and analytics.

• If signatures are needed, offer accessible e-sign options.

Common pitfalls (and quick fixes)

• Scanned brochures: run OCR and rebuild key pages as HTML.

• Image-only tables: rebuild as real tables or include a data appendix.

• Long decorative intros: mark them as artifacts so screen readers skip them.

• Tiny light-grey body text: increase contrast and size; use true text, not outlines.

Copy-paste checklist (Markdown)

Micro-templates you can reuse

Descriptive link text example
“Download our Accessibility Policy (PDF, 1.2 MB)”

Alt text for a chart in a PDF
“Customer support tickets down 18% after contrast and form fixes”

Table header example
Use a first-row header with scope: column; avoid complex nested tables.

Quick QA routine (10–15 minutes per document)

1. Run the checker (Word/Acrobat/Docs) and fix structural issues.

2. Keyboard pass: tab through links and form fields; confirm sensible order.

3. Screen reader skim: headings, links, table headers, and a sample paragraph.

4. Mobile check: zoom to 200%; confirm legibility and tap targets.

5. Link hygiene: type/size label on the linking page; companion HTML exists for major docs.

How Adjustable helps

After you’ve structured your documents and links, Adjustable helps improve how people consume web documents (HTML) on your site:

• Contrast and text-size controls support low-vision users moving between your pages and documents.

• Reading aids reduce fatigue when reviewing long policies or guides.

• Easy install, immediate UX uplift—ideal for Marketing Managers and Website Owners.

Try Adjustable

Note: Adjustable won't work for PDF documents, only web pages.

FAQs

Are PDFs required to meet WCAG AA?
If they’re part of your website content, they fall under the same accessibility expectations as web pages.

Can I auto-fix a non-tagged PDF?
Tools can help, but authoring with structure from the start (styles, tags, reading order) gives the best results.

Do I need both PDF and HTML?
For important or long-lived content, yes—publish HTML for SEO and mobile UX, and offer PDF for download/print.

What about complex tables and charts?
Keep tables simple; for complex data, add a data appendix or downloadable CSV, and provide a clear text summary.

Next steps

• Audit your top 10 documents with the checklist above.

• Rebuild critical brochures as HTML pages, keeping PDFs as downloads.

• Standardise export settings in Word/Docs/InDesign.

• Add Adjustable site-wide to support readability while you improve your document library.