12 Common PDF Accessibility Mistakes and How to Fix Them

PDFs play a vital role in digital communication, serving as the preferred format multiple organizations and businesses use for sharing various documents, ranging from contracts to educational resources. Yet, according to a survey by the University of Melbourne, only 12.9% of the respondents found PDF files accessible.

While many PDFs remain inaccessible to individuals with disabilities, including those who rely on screen readers or have visual impairments, this could have been avoided. It is because PDFs can be made accessible but aren’t. This barrier limits the user’s access to essential information, creating unnecessary challenges to inclusivity and equal opportunity.

Ensuring your PDFs are accessible means addressing common accessibility issues that might go unnoticed. By proactively correcting these errors, you contribute to a more inclusive digital experience, allowing all users to engage with your content fully.

Beyond simply meeting accessibility standards, accessible PDFs reflect a commitment to inclusivity, showing that your organization values the needs of all individuals. Your organization also benefits from the extended reach of accessible PDFs.

Web compliance can get overwhelming, especially for businesses and website owners. However, if you’re unsure where to start with PDF accessibility, ADA Site Compliance is here to assist. Our team will help you identify and resolve accessibility issues, ensuring that your documents meet compliance standards and are accessible to everyone.

Assessing the PDF Format: Is It the Best Choice?

Before diving into the specifics of PDF accessibility, it’s crucial to ask a foundational question: Does your content need to be in PDF format? While PDFs are versatile and commonly used, they often pose challenges for accessibility.

Consider these alternative formats that might provide a more user-friendly and inclusive experience:

• Web Forms: Interactive web forms often offer superior accessibility for data collection. Screen readers can easily navigate them; the forms support autofill and generally provide a more user-centered experience.
• Websites: Websites can be a better option if your primary goal is to share information. They are easier to maintain, update, and optimize for accessibility. They also work well on mobile devices and are more compatible with search engine indexing.
• HTML: HTML has various built-in advantages over PDFs, such as inherent accessibility for easier understanding by assistive technologies, responsive design, contextual navigation, search discoverability, faster loading, and easy updates.

Benefits of an Accessible PDF over a Word Document

PDFs offer distinct advantages over Word documents, particularly when you are particular about preserving formatting and ensuring a consistent appearance across platforms. Unlike Word documents, PDFs retain their original layout, fonts, and graphics, preventing unintended changes when files are opened on different software versions or operating systems.

This consistency makes PDFs ideal for distributing documents to a broad audience, as recipients will see the web page content precisely as intended. Besides, PDFs are often more compact than Word files, making them easier to share and store. With proper formatting and accessibility features, PDFs can provide a universally accessible experience for all users.

12 Common PDF Accessibility Mistakes and Simple Solutions

Ensuring PDF accessibility is essential to creating inclusive digital documents that all users can easily access and engage with. Unfortunately, many PDFs do not have adequate accessibility features.

This can make navigating and comprehending these documents challenging for individuals with disabilities. Let’s delve into some of the most frequent 12 common PDF accessibility mistakes and discover practical solutions to fix them.

Mistake #1. Lack of Language Specification Leading to Language Barriers

A very common mistake in PDF accessibility is the failure to specify the document’s language. This creates a language barrier for users with disabilities who depend on screen readers and other assistive technologies. They may struggle to interpret content correctly, thus impacting their digital experience.

Solution:

This mistake can be easily rectified by:

• Setting the document language. There are tools to define the primary language for the PDF file.
• Applying appropriate tags for different language sections. This especially proves helpful if the document includes multiple languages.

These steps enable assistive technology to read the tagged PDF accurately, making it more accessible for all users.

Mistake #2. Lack of Alt Text for Images and Visuals

Another frequent mistake in most PDFs is omitting alternative text (alt text) for images, charts, and other non-text elements in web pages. Alt text provides a text-based description of these visuals, allowing screen reader users to understand the image’s content and purpose.

Solution:

The solution lies in:

• The use of clear and concise alt text to describe the image’s main purpose in a few words.
• Ensure the alt text provides unique information that is not already included in the surrounding text.

Adding alt text greatly enhances PDF accessibility, making visuals understandable to those who rely on screen readers.

Mistake #3. Disorganized and Inconsistent Layouts Triggering Navigation Difficulties

A poorly structured PDF can pose significant challenges for users with cognitive disabilities or those using assistive devices. Factors like inconsistent heading structures, confusing links, and complex layouts make navigating the PDF challenging for many users.

Solution:

Here are a few tips to solve the problem:

• Organizing content with a logical and clear heading hierarchy provides for easy navigation.
• Including meaningful link text where appropriate to convey the link’s purpose.
• Use a clean design while avoiding excessive tables and intricate formatting.

Mistake #4. Image-Only PDFs That Pose A Major Barrier for Accessibility

Creating PDFs with only images is a critical accessibility mistake that many are unaware of. For users who rely on screen readers and assistive technologies, an image-only PDF is essentially blank and unusable. Screen readers and assistive technologies cannot read the images, thus making it challenging for users to read and understand the PDF content.

Solution:

To make these documents accessible:

• Ensure all text within the PDF is selectable and searchable.
• Add alternative text (alt text) for any images or graphics so that users with visual impairments can understand the PDF context and meaning.

Mistake #5. Web Page Having Insufficient Color Contrast and Complex Designs

Those with visual impairments can find reading PDF content with low color contrast between text and background challenging. This not only strains the eyes but also impacts readability and comprehension.

Complex layouts with multiple fonts, colors, and images can also overwhelm individuals with cognitive impairments. Complex designs make navigation and understanding the content much more challenging.

Solution:

The solution here lies in the following:

• Use a color contrast checker to check that the text and background colors have enough contrast.
• Prioritizing color pairings with high contrast that are easily distinguishable.
• Avoiding the use of colors that hinder readability, like similar and blended colors
• A clean, consistent layout with limited fonts and colors.
• Prioritizing readability over decoration.
• Ample white space to improve visual separation and clarity.
• Avoiding excessive and unnecessary images and graphics

Mistake #6. Missing Table of Contents and Summary

PDFs lacking a Table of Contents (TOC) and summary can create significant accessibility challenges, especially for individuals with cognitive disabilities. These elements are essential navigational aids, helping readers quickly find relevant information and understand the overall PDF. The absence of a summary can make processing large amounts of unstructured details challenging for users with cognitive limitations.

Solution:

The solution to this issue lies in:

Creating a clear table of contents and summary with headings, hyperlinks, and a logical flow.

Using simple language to create a brief PDF with highlighted key points

Mistake #7. Overwhelming Content and Lengthy PDFs

Lengthy, densely packed PDFs can make navigation and comprehension challenging, particularly for individuals with disabilities or those who prefer a quick overview. This can lead to user frustration and disengagement.

Solution:

To enhance accessibility and usability:

• Break up content into scannable sections using distinct, straightforward headers and subheadings for easy reading and better understanding.
• Provide descriptive alt text for images and graphics so that screen readers convey visual content to individuals with visual impairments.

Mistake #8. Use of Poor Typography Choices

Users with visual impairments may find reading or understanding PDFs containing too small, intricate, or poor-clarity fonts challenging. Additionally, PDFs with these font choices can lead to eye strain.

Solution:

The solution to this is to:

• Select and use clear, legible sans-serif fonts like Arial, Helvetica, or Verdana.
• Confirm that text size is sufficient, especially for smaller screens, and avoid elaborate or cursive fonts that could impact readability.

Mistake #9. Overlooking Accessibility Needs Across Formats and Devices

Ensuring your content is accessible across all formats is essential for creating an inclusive user experience. Remember, different users may access information differently, so do not restrict your PDF files to a single format.

For example, large PDF files can create barriers for those on limited data plans or slow internet connections. Additionally, complex formatting makes it challenging for users to view content on different devices and screen sizes.

Solution:

There is a solution to this mistake, which is to:

• Reduce unnecessary elements and compress images to improve download speeds.
• Format your PDF for clear readability across all screen sizes, from small smartphones to large desktop monitors.
• Consider providing additional formats, such as audio, text-only, or ePub editions, to meet diverse user preferences and accessibility needs.
• Use easy-to-read fonts, adequate spacing, and logical page breaks to enhance readability on all devices.

Mistake #10. Lack of Accurate Tagging and Logical Reading Order

Improper tagging and a misaligned reading order can severely hinder PDF accessibility. It’s because users with impairments using assistive technologies, like screen readers, rely on accurate tags to interpret and relay content correctly to them.

Solutions:

These certifications ensure an accessible PDF:

• Assigning precise tags to all PDF elements, including headers, paragraphs, lists, tables, and form fields for accurate navigation.
• Headers (H1, H2, H3, etc.) consistently create a logical flow and hierarchy within your content, enhancing readability and accessibility.
• Verifying that the reading order aligns with the document’s visual layout so that screen readers coherently present the information.
• Adobe Acrobat Pro‘s Accessibility Tags tool allows you to review and adjust the document’s structure, helping ensure accurate tagging.
• Adobe’s Accessibility Checker helps identify potential issues and provide guidance on resolving them.
• In addition to automated tools, having accessibility experts manually review the PDF results in a PDF that is accessible to a broader audience.

Mistake #11. Mismanagement of PDF Opening Behavior

A common oversight in PDF accessibility is neglecting how the PDF should open for users. Should it open in a new tab or a separate window or prompt an automatic download? The answer largely depends on the context of the PDF and the intended user experience.

Using multiple new tabs or windows can clutter a user’s browser, especially on mobile devices, disrupting their workflow. PDFs that open in new tabs or windows may cause distractions, while PDFs that open within the same window can offer a more seamless experience if the document is supplementary to the main page content.

On the other hand, requiring users to download PDFs directly may be inconvenient for those who prefer to read in their browsers. However, downloaded PDFs can offer a controlled offline reading experience. If the PDF content is essential for task completion, consider embedding it directly on the page or using a lightweight PDF viewer for an optimized experience.

Solution:

The solution here lies in the following:

• Conducting user research to understand how your audience prefers to interact with PDFs.
• Testing different opening methods to identify the approach that enhances usability and accessibility for your target users.

Mistake #12. Overlooking Key PDF Accessibility Elements

In addition to poor color contrast, typography choice, and a lack of a tags panel, other key PDF accessibility elements are often overlooked. These include non-accessible form fields and poorly structured tables that make filling out forms and understanding any data presented challenging to users with cognitive impairments.

Solution:

There is a solution for this mistake, which is:

• To organize the tab order into a logical sequence for form fields
• To provide clear and meaningful labels for each field that supports screen reader navigation
• To supply clear error messages for screen readers to understand
• To mark header rows and columns
• Simple table tags and layouts are used to interpret the data in the correct reading order.
• To limit the number of merged cells

Five Tools and Techniques for Avoiding Mistakes and Ensuring PDF Accessibility

Now that you know the 12 most common PDF accessibility mistakes and how to fix them, here are a few useful tips and tools for better web compliance. To minimize and fix accessibility issues, keep the following best practices in mind.

1. Using Adobe Acrobat’s Accessibility Checker

The Accessibility Checker in Adobe Acrobat Pro helps identify accessibility issues within PDF documents. This automated tool evaluates documents against key accessibility standards, helping to ensure a more inclusive user experience for the reader.

It offers the following web accessibility checks and features:

• It confirms that a primary language is set in the PDF, thus supporting accurate text-to-speech functionality for users relying on screen readers.
• The tool ensures that the web page includes a clear, concise title, making it easier for users to identify and understand the document’s purpose.
• The Accessibility checker ensures all non-text elements, such as images, are provided with descriptive alternate text for better interpretation by screen readers.
• It also reviews the layout and labeling of tables to confirm they are organized for screen reader compatibility.
• The accessibility checker assesses list formatting in the document to ensure it is prepared correctly for assistive technologies.
• The tool also evaluates the heading hierarchy to confirm a logical and accessible reading order, starting with a document title for convenient navigation even while using screen readers.

While the Accessibility Checker offers a strong baseline for detecting potential accessibility issues, a manual review remains essential. The best way to use a PDF accessibility checker to rectify accessibility issues is to assess for missing alt text and other problems in the web pages.

Once that is done, it is better to work with an accessibility expert to make further modifications. This approach is recommended because it ensures compliance with accessibility standards, improving the PDF experience for all users. While tools can effectively resolve most issues, they cannot guarantee a fully accessible PDF.

2. Conducting Screen Reader Testing

Screen reader testing is essential for ensuring that PDFs are accessible to all users. By using various screen readers, such as JAWS, NVDA, and VoiceOver, you can simulate a range of user experiences and better understand how different readers interpret the document’s layout, headings, and alt text.

In addition to different screen readers, test the document with multiple screen reader settings, such as varying voice speed and pitch. This helps identify potential issues that might arise from individual user configurations.

3. Engaging Individuals with Disabilities in the Testing Process

Incorporating direct feedback from people with disabilities offers invaluable insights. Invite testers with disabilities to evaluate the PDF and share their experiences. You can gather input on any challenges they face while navigating the document and take note of specific areas where improvements are needed.

This feedback can be used to make targeted enhancements to the document’s structure, content clarity, and overall usability.

4. Meeting Web Content Accessibility Guidelines

Adhering to accessibility standards like the Web Content Accessibility Guidelines (WCAG) is critical to creating compliant and inclusive PDFs. Implement the following practices to meet these guidelines:

• Use appropriate tags to define document structure, including headings, paragraphs, and lists.
• Consider following PDF/UA (PDF/Universal Accessibility) standards, which provide specific criteria for creating accessible PDFs.

5. Understanding the Accessibility Tags Panel

The Accessibility Tags panel in Adobe Acrobat Pro is a powerful tool for refining PDF accessibility. This panel visually displays the logical structure of your document, showcasing tags and container elements that organize the content effectively.

By reviewing and adjusting these tags and other elements, you can ensure that screen readers and other assistive technologies accurately interpret and present the information in your PDF.

Key Features of the Accessibility Tags Panel:

• The panel organizes document content in a hierarchical format, which helps you identify and correct any issues with reading order.
• Container elements like “Part” and “Sect” group-related content, enhancing document structure and simplifying navigation.
• You can edit tags to accurately reflect the content’s purpose, ensuring the document is logically organized and easily understood.

By refining tags, verifying reading order, and using the Accessibility Tags panel, you can enhance your document’s accessibility beyond what automated tools alone can provide. By addressing these common accessibility issues, you can ensure your PDFs are accessible, inclusive, and user-friendly for individuals of all abilities.

Four Tips to Create the Best PDF-Accessible File Devoid of Issues

If you decide that the PDF format is the best choice, here are a few more tips to ensure it is the best format for your document without any accessibility issues.

• Ensure Accessibility: If a PDF is required, make sure it meets accessibility standards. Use all the tips mentioned here, like clear, descriptive headers, alt text for images, and a logical reading order to facilitate navigation across web pages.
• Provide an HTML Summary Page: If you have a complex PDF, create an HTML summary page highlighting the critical information. This will give users a more accessible entry point and allow them to determine whether they need to download the full PDF file.
• Optimize for Search Engines: Make sure your HTML summary page is searchable and indexable. This can improve the content’s discoverability and reduce the need for PDF downloads, giving users direct access to essential information.
• Review and Update Regularly: Review your PDF documents periodically to ensure they are current and accessible. Remove outdated versions and ensure all links direct users to the latest PDF documents or websites.

Following these simple guidelines can improve accessibility and user experience, making your content more inclusive and easier to navigate.

PDF Version Compatibility: Finding the Right Balance

While using the latest PDF version might seem advantageous, it’s essential to consider your audience’s devices and software capabilities. Older PDF versions may lack specific other accessibility tools and features, and not all devices support the latest versions and security settings.

For greater compatibility, consider saving your PDF in an earlier version, such as PDF 1.7 or 1.6, to ensure it’s accessible to a broader range of users. This, in turn, increases your reach and marketing efforts.

Thoughtfully choosing the best format for your content can significantly improve accessibility and create a more inclusive user experience.

Frequently Asked Questions

1. How do you fix accessibility errors in PDFs?

To address accessibility concerns in PDF files, use a PDF editing tool to adjust the reading order, add alt text to images, enhance color contrast, and streamline document structure. Ensure all interactive elements, like buttons and form fields, are compatible with screen readers for full accessibility.

2. How do I improve PDF accessibility?

Creating clear, structured documents with appropriate headers and organized lists helps make PDF files more accessible. Always include descriptive alt text for all the non-text elements like images and charts in the PDF document.

This ensures screen readers and other accessibility tools can accurately interpret them. Additionally, select and use color combinations with high contrast on web pages and easily readable fonts for better accessibility.

3. How do I make a PDF compliant with accessibility?

When making PDFs compliant with standards like WCAG 2.1, focus on three key areas: a logical document structure, clear alternative text, and sufficient color contrast. Leverage the accessibility features built into PDF creation and editing software tools to ensure your document is fully accessible to users with disabilities.

4. How do I test and remediate a PDF for accessibility?

The best way to conduct a complete assessment of PDF accessibility is with automated tools and manual methods. Automated tools help quickly detect common issues like missing alt text or low color contrast.

Accessibility experts conduct a manual test to ensure the document is accessible to people with disabilities. They test using assistive devices like screen readers that help them easily detect any issues. They make all the necessary adjustments based on their findings and thus improve PDF accessibility.

Conclusion

In conclusion, addressing PDF accessibility mistakes is essential to creating digital content that everyone can access and understand. Rectifying these issues comprises multiple steps, such as adjusting reading order and using descriptive alt text to improve color contrast and optimize document structure.

Each step you take to make PDFs more accessible helps to build an inclusive online environment. Remember, ensuring accessibility is not just a matter of meeting legal requirements. It is also a way to show respect for individuals of all abilities, allowing them to fully engage with and benefit from your content. In the process, your content or PDF file also has a bigger reach, reaching your audience of users with disabilities.

While making PDFs accessible may seem challenging, it’s a valuable investment that reflects your commitment to inclusivity. If you are uncertain about the accessibility of your PDFs or need guidance on making them fully compliant, consider consulting ADA Site Compliance.

With expert support, you can ensure your digital documents and website meet accessibility standards, making your content open to everyone.

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