Accessibility ensures everyone—including people with disabilities—can use, read, and understand your documents. The best way to make a PDF accessible is to start with an accessible source file, not to fix the PDF afterward. Whenever possible:
- Migrate the PDF to a webpage. Web pages are naturally more flexible for screen readers and resizing, and easier to keep accessible over time.
- Correct the original document (Word, InDesign, etc.) and re-export it as a new PDF. This keeps accessibility features like headings, tags, and alt text properly structured.
- Remediate the existing PDF only if you cannot access the original file. This is the least efficient option and often requires specialized software and training.
- Determine if the PDF can be “archived”. Archived PDFs are exempt from remediation requirements, but MUST be clearly labeled and include “archive” in the file name and URL.
To help you learn how to make accessible documents, here are YouTube training links:
Adobe Acrobat PDF
Microsoft Word
Adobe InDesign
These videos walk through practical steps like tagging content, adding alt text, and setting reading order—skills that make a lasting difference for your readers.
For further reading on digital accessibility best practices, visit the Web Content Accessibility Guidelines (WCAG) 2.1 from W3C.