Accessibility Statement

• When the structure behind the content does not follow content standards (such as using H1s to note a header)
• When you save an image as a PDF (even if there is text in the image)
• When the PDF is actually a scanned document, as it will be difficult for any device to transcribe
• When it's an untagged PDF - tags are the basis of an accessible PDF file. They indicate the structure of the document, communicate the order in which the items should be read, and determine exactly which items will be read

(See source:how to make your website pdfs accessible)

Automated checkers have limitations

The Acrobat Accessibility Checker is an automated tool that can not detect about all of accessibility issues. Sometimes there are false positives. It is not the be-all-end-all of checking your PDF.

Even if your accessibility checker options are all checked and the permission flag is set, that it’s not an image-only PDF, that it’s a tagged PDF, the language is specified, etc., it’s still only able to detect certain things and you have to know how to fix them.

First off, every time that you run the checker, it’s always going to flag two document issues. It’s always going to say that the logical reading order and color contrast need a manual check. That’s because no automated checker can tell if the text is in the correct reading order or if something shouldn’t be in the reading order.

1. Use the Accessibility Checker

1. In Microsoft 365 version of Word, select Review tab.
2. Click Check Accessibility.

2. Add a heading structure

Organize headings in logic order to make your document easier to navigate.

To add heading,

1. Select the sentence that you want to add a header to.
2. Go to Home, then select the heading that you want in Style menu.

3. Add alt text to visuals

Visual content includes pictures, videos, audios, shapes, and other embedded objects.

To add alt text,

1. Right-click the object, select the Edit Alt Text, or select the object, then select the format menu for the object.
2. In Alt Text panel, type in the description of the object.

4. Write accessible hyperlink text

Link text should be unique, descriptive and clear about the destination.

To edit link text,
1. Right-click the hyperlink on the page and then choose Edit Hyperlink.
2. In Text to Display box, edit the text to make it easy to be understand for everyone.

5. Create accessible table

1. Make sure that you can navigate all the way through you table using only the Tab key.
2. In Text to Display box, edit the text to make it easy to be understand for everyone.
3. Click alt tab to add alt text for the table.
4. To merge these split cells into a single cell, we'll select them, right-click, and choose Merge Cells.
5. Choose OK.

6. Use accessible font format and color

• Select familiar sans serif fonts such as Arial or Calibri.
• For headings, consider adding bold or using a larger font.
• Avoid using color alone to convey meaning. Since your message may be missed or misunderstood by individuals who can't see color, adding a secondary element with color to ensure the meaning can be understood.

7. Use high contrast color between text and background

Use the Accessibility Checker to analyze the document and find the insufficient color contrast.

8. Break content into lists, where possible

• To make it easier for screen readers to read your document, organize the information in your document into small chunks such as bulleted or numbered list.
• Use the Paragraph Panel to select a bulleted or numbered list

9. Add file metadata

Document properties, also known as metadata, are details about a file, They include details such as title, author name, subject, language and keywords, If you include the document properties for your files, you can easily organize and identify them later.

We recommend you to create an accessible source document first (e.g. in Microsoft Word or Adobe Indesign) and then converts it into a PDF. Creating accessible PDFs in this way will save you a lot of time, compared to editing your PDF directly in a PDF editing program like Adobe Acrobat Pro.

1. Create with an accessible Word document

Make sure that you are using the most current versions of Microsoft 365 and Adobe Acrobat.

Make sure the Word document is accessible , see the above panel.

2. Convert Word document into PDFs

Windows

To export a Microsoft 365 Word document to PDF using Windows:

1. In the ribbon, click the Acrobat tab, and then select Create PDF.
2. In the "Save Adobe PDF File AS" window, enter a name for the PDF in the "File name" box. Choose where you want to save the file.
3. Click the "Options" button, and make sure Enable Accessibility and Reflow with tagged Adobe PDF is checked. Click OK.
4. Click Save to save your file as  a PDF.

Mac

To export a Word document to PDF on a Mac:

1. Click File, and then click Save as ...
2. Type the file name in the "Save As" text box, and choose where you want to save the file.
3. From the "File Format" drop-down menu, select PDF.
4. Select Best for electronic distribution and accessibility (use Microsoft online service). This ensures the PDF is tagged.
5. Click Save.

Never choose a "Print " to PDF option in Office, or in any other program, The resulting files are completely inaccessible to persons using Assistive Technologies.

1. Do headings form an outline of the page content?
2. Are lists used to identify all content that can be described as a list of something?
3. Do form fields within web pages and documents have appropriately coded labels and prompts, and do they provide helpful, accessible error and verification messages?
4. Do images have alternative text?
5. Are tables used solely for presenting rows and columns of data (not for layout), and are the column and row headers identified?
6. Is the tab order and read order logical and intuitive?
7. Have you avoided using visual characteristics to communicate information (e.g., “click the circle on the right” or “required fields are in red”)?
8. Does the interface have sufficient contrast between text color and background color?
9. Are links and buttons used appropriately and labeled correctly?
10. Does the document have a title that describes its topic or purpose?
11. Are mechanisms in place that allow users to bypass blocks of content (e.g., bookmarks in a PDF)?

 

• Use Accessibility Checker
• Convert Document to PDF
• Create and verify PDF accessible 

• Microsoft Office Accessibility video training