How to Check a PDF for Basic Accessibility
Today’s post is a step-by-step guide on how to check a PDF for basic accessibility. It’s designed for beginners who want to make sure their documents work well with assistive technologies like screen readers. The steps prioritize usability and practicality over complex compliance standards.
Video Guide
Start with Selectable Text
To work with a screen reader, the PDF must contain real text.
If you can select the text with your cursor and copy-paste it into a plain text editor like Notepad, the document uses actual text, not images. This allows screen readers to interpret the content. If the text cannot be selected, the PDF is image-based and not accessible.
Avoid using image-only PDFs. They prevent screen readers from interacting with content entirely.Â
Use the Tags Panel
Tags form the structure that screen readers rely on. A document with no tags will leave assistive tech users without navigation options.
To open the Tags panel in Adobe Acrobat:
Go to the top menu and select View
Navigate to Show/Hide > Navigation Panes > Tags
Open the Tags panel
If the Tags panel is empty or missing, the PDF needs to be tagged.
Structure Headings for Navigation
Headings allow users to move through a document efficiently. Properly tagged heading levels provide an outline of the content.
Use headings such as:
H1 for the main title
H2 for primary sections
H3 for subsections
Make sure these are correctly tagged, not just formatted visually. Assistive technology uses these tags to let users jump through content.
Check the Reading Order
Reading order determines how a screen reader presents the content. If the order is incorrect, users will hear sections in a confusing or nonsensical sequence.
To check the reading order:
Right-click inside the Tags panel
Choose Highlight Content
As you navigate through each tag, Acrobat highlights the corresponding section on the page. Make sure everything appears in a logical order.
Add Alt Text to Images
If images contain important information, add detailed alternate text. A screen reader will announce this description in place of the image.
To add alt text:
Right-click the image’s tag (usually labeled <Figure>)
Select Properties
Enter a clear description in the Alternate Text field
Avoid skipping this step, especially for charts, infographics, and diagrams.
Test Hyperlinks
Check all hyperlinks to ensure they are active and lead to the correct destination.
Click each link to verify:
It opens the right webpage
It is properly tagged as a hyperlink in the documentÂ
Broken or incorrectly tagged links reduce usability and disrupt navigation.
Use the Acrobat Accessibility Checker
Adobe Acrobat includes a built-in tool to scan for common accessibility issues.
To run the checker:
Go to All Tools
Select Prepare for Accessibility
Click Check for Accessibility
Review the results and fix anything flagged. Keep in mind that some items, like logical reading order and color contrast, always require manual review.
Manual Checks Always Apply
Automation helps, but not everything can be verified by a tool. Always check:
That the reading order flows logically
That contrast between text and background is readable
That links, lists, and headings are tagged and function as intended
Prioritize Usability When Time is Limited
Sometimes users just need access to information right away. In those moments, focus on these essentials:
Ensure the document has real, selectable text
Confirm that key elements like headings and links are in place
Add alt text for meaningful images
Even if the file doesn’t check every box for full compliance, making it readable and navigable goes a long way for users who rely on assistive tech.
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!
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