Today’s post covers how to convert a poorly structured PDF exported from Google Docs into a fully accessible, standards-compliant file, using ABBYY FineReader OCR Editor and Adobe Acrobat Pro DC.
Video Guide
Google Docs Export and Accessibility
Exporting a Google Docs file to PDF doesn’t guarantee accessibility. Even when tags are applied in Google Docs, the resulting PDF often contains structural issues:
- Incomplete list tagging (missing
LBodyorLabeltags) - Misidentified heading levels
- Unrecognized table headers
- Unnecessary image zones
- Compliance failures in tools like PAC 2024
1. Analyze the PDF in Acrobat Pro
Open the exported PDF in Adobe Acrobat Pro DC and review the Tags Panel.
Look for common issues such as:
- Presence of basic tags like
P,H1only - Missing nested structures in lists
- Incorrect tag hierarchy
- Phantom or misused structure elements
- Missing alternate text for images
Use the PAC 2024 accessibility checker to reveal errors like:
- Untagged content
- Misused structure elements
- Missing alternate descriptions
These problems prevent the document from meeting PDF/UA and WCAG standards.
2. Clean Up Using ABBYY FineReader OCR Editor
Launch ABBYY FineReader and open the PDF in OCR Editor mode.
Use the left panel (image zone) and right panel (text zone) to adjust layout.
Key tasks include:
- Deleting or artifacting unnecessary image zones
- Ensuring bullets and list items are grouped correctly
- Manually resizing zones to merge split text blocks
TIP: Apply the “Add area part” tool to combine adjacent text areas as needed, and repeat the process for each page.
3. Export the Improved PDF
After correcting all zones, save the document as an “Exact Copy” to create a searchable PDF. This version improves internal text structure and prepares the file for accurate tagging in Acrobat.
4. Finalize Tags in Acrobat Pro
Open the new PDF in Acrobat and revisit the Tags Panel.
Make structural corrections such as:
- Changing incorrect tags (e.g.,
H3toLI) - Review list items and tag properly
- Merging broken or duplicated table tags
Add Table Summaries
PAC 2024 often flags missing table summaries.
To fix this:
- Right-click on each table tag
- Select “Edit Table Summary”
- Enter a brief description (a placeholder like “Summary” suffices if necessary)
Repeat for all tables in the document.
Run Final Accessibility Checks
In Acrobat, open “Prepare for Accessibility” and run a full check.
Correct any remaining issues, especially table summaries, then re-test the file using PAC 2024.
A fully remediated PDF should now pass:
- PDF/UA Compliance
- WCAG 2.x Standards
- Quality Assurance Checks
Set Document Metadata
Update document properties by selecting File → Document Properties.
Complete these fields:
- Title (e.g., “Access Media Kit”)
- Author
- Subject
Save the document to finalize metadata, which aids screen readers and document indexing.
Creating an accessible PDF requires more than exporting from Google Docs. Using ABBYY FineReader and Adobe Acrobat Pro DC, you can correct structural issues, apply proper tags, and ensure compliance with accessibility standards like PDF/UA and WCAG. This process ensures your document is fully usable by screen readers and inclusive for all users.
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!
