4 Ways to Tag a PDF Using Adobe Acrobat Pro DC

Today’s post explains four different methods to tag content within a PDF using Adobe Acrobat Pro DC, helping ensure your files meet accessibility standards for screen readers and assistive technologies.

Video Guide

Method 1: Manual Tagging Using the Reading Order Tool

Use the Reading Order Tool to manually tag sections of a PDF by selecting content with your mouse and assigning it a tag such as a heading or paragraph.

Steps:

• Open the PDF in Adobe Acrobat Pro DC.
• Go to Accessibility > Reading Order.
• Draw a box around the content you want to tag.
• Select a tag type (e.g., Heading 1, Paragraph) from the Reading Order dialog.
• Verify tag changes in the Tags panel.

Advantages: Simple for small adjustments
Disadvantages: Cannot tag lists or links; offers limited precision

Method 2: Manual Tag Creation from the Tags Panel

This advanced method involves manually creating and assigning tags through the Tags panel.

Steps:

• Open the Tags Panel from the right sidebar.
• Right-click and select New Tag (e.g., H2).
• Highlight the corresponding content in the PDF.
• Use the Options menu in the Tags Panel and select Create Tag from Selection.

Advantages: Offers greater control over the document structure
Disadvantages: Slower and more complex, especially for large documents

Method 3: Guided Actions (formerly, Action Wizard)

Use Guided Actions to semi-automatically add tags to unstructured documents.

Steps:

• Choose All tools > Use Guided Actions > Make Accessible.
• Click Start, then follow the prompts in the wizard.
• Adobe adds tags automatically.

Advantages: Quick and helpful for new users
Disadvantages: Produces less refined structures; may require manual adjustments

Method 4: Auto-Tagging via Cloud-Based API

Adobe Acrobat Pro DC includes a cloud-based auto-tagging feature that uses artificial intelligence to add tags automatically.

Setup:

• Open Edit > Preferences > Accessibility.
• Enable “Enable cloud-based auto-tagging for accessibility”.
• Go to Accessibility Tools and select “Automatically tag PDF”.

Advantages: Fastest method; produces well-structured results with headings and tables
Disadvantages: Results may vary; requires the latest version of Acrobat

Bonus: Importing Tags from Word

Start with a properly styled Word document using appropriate heading levels, alternative text, and accessible links. Then:

Steps:

• Save the Word document as a PDF.
• Open the PDF in Acrobat Pro DC.
• Check the Tags Panel to confirm the tags imported successfully.

Advantages: Provides a strong starting point if the Word document is fully accessible when exported
Disadvantages: May still require minor adjustments after conversion

Final Thoughts

Tagging PDFs for accessibility ensures compliance and enhances usability. Adobe Acrobat Pro DC offers multiple methods to tag PDFs, ranging from fully manual to fully automated approaches. Select the method based on your document’s complexity and your comfort level with the tools. For best results, begin with a well-structured source document and perform manual refinements as needed.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!