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Australian manual of scientific style Start communicating effectively
Making an online PDF accessible ensures that users with visual impairment can access material that would be inaccessible to them in a printed version. It also helps search engines find PDF files.
However, accessible features for PDFs often do not translate to tablet and mobile platforms, so you may wish to publish HTML versions of your PDF documents as well. One option is to create a summary version in HTML on a webpage, and include the PDF on the page for users who want to read more.
It is relatively simple to make a PDF accessible. Following all the principles of accessibility in the original document will make the conversion easier. Common software programs that convert documents to PDFs are Word and InDesign.
If creating a PDF from a Word document, follow the principles in Making Word files accessible. Word offers some options when saving as PDF. Ensure that accessibility-related options are checked. For example, do not allow Word to convert text to bitmaps when a font cannot be embedded (perhaps for licensing reasons) – instead, change the font. Similarly, make sure all tagging is enabled.
If creating a PDF from InDesign, make sure that:
artefacts are tagged – errors in tagged PDFs can make the document unintelligible to users of assistive technology
the correct heading levels are applied using styles
tables are structured correctly
there is a logical reading order in the articles panel – determined by tagging each story, heading and paragraph
alt text is added to all images and tables
metadata (document properties – title, author, subject, keywords and other relevant information) is provided (File > Properties)
font sizes are at least 9 point – 10–14 point is suggested for body text; the Web Content Accessibility Guidelines also recommend that text should be able to be enlarged to 200% on screen or with magnification software without any loss of content, functionality or quality
hyperlinks are live
fonts are embedded
colour and colour contrast are appropriate
styles create bookmarks effectively.
When you are ready to export to PDF, ensure that options for hyperlinks, tags and bookmarks are selected, and create the PDF.
Caution! You can turn almost any document into a PDF by installing a printer that prints to PDF. An example is CutePDF, but there are many others. Few, if any, of these create accessible PDFs, so be warned!