Creating accessible PDFs requires careful preparation of the original document, according to recent guidance. The accessibility of a PDF largely depends on how the source file—such as a Word document, Google Doc, or PowerPoint presentation—is structured before conversion.
Experts recommend several steps to ensure documents are accessible from the outset. These include using proper headings, creating true lists, adding descriptive links, including alternative text for images, and maintaining a simple and logical reading order. It is also advised to export documents using options like “Save as PDF” or “Export to PDF (tagged)” rather than printing to PDF, as this helps retain important accessibility features.
Resources are available for those seeking more information on making PDFs accessible. The Siteimprove Learning Hub offers training on PDF accessibility (https://siteimprove.com/en/academy/accessibility-for-pdfs/). The University of Minnesota’s Office for Disability Accommodations provides guidelines on preparing documents and PDFs (https://accessibility.umn.edu/creating-accessible-documents/documents-and-pdfs). Additional support can be found through the University of California Office of the President’s guide on creating accessible PDFs (https://www.ucop.edu/electronic-accessibility/resources/create-accessible-pdf.html), and LinkedIn Learning offers courses in this area; UC Agriculture and Natural Resources staff can request access by contacting their IT department at help@ucanr.edu.
By following these recommendations before exporting files to PDF format, organizations can improve the accessibility of their digital materials and reduce the need for complex fixes after publication.
