How to Create Accessible Fillable Forms in Adobe Acrobat Pro DC

Designing the Form in Microsoft Word

Begin in Microsoft Word to create a structured layout before converting it to a fillable PDF.

How to Design a Form in Word

1. Set up a title and structure

   • Type the form title and apply a heading style (such as Heading 1) so assistive technologies can identify it as a heading.

   • Center the title if desired.

2. Add field labels and placeholders

   • Type each prompt that users will respond to, such as “Name,” “Email,” or “Date.”

   • Use underlines or placeholder text to show where users will type information.

3. Plan interactive fields

   • Identify which fields will later become dropdowns, checkboxes, radio buttons, or signature areas once the file is in Acrobat.

   • Leave blank lines or spaces where these elements will go.

4. Save as a PDF

   • Use “Save As” and select PDF format so the layout transfers accurately to Acrobat.

Converting to a Fillable PDF in Acrobat

After saving the document, open it in Adobe Acrobat Pro DC.

How to Add Fillable Fields

1. Go to Tools → Prepare Form to activate form editing mode.

2. Allow Acrobat to detect potential form fields automatically.

3. Add or adjust fields as needed using the toolbar:

   • Use Text Field for free responses.

   • Use Dropdown for predefined options.

   • Use Radio Button for single-choice questions.

   • Use Checkbox for yes/no or multiple-selection answers.

   • Use Date Field, Signature Field, or File Upload Field when appropriate.

4. Move, resize, and align elements using the Selection Tool.

   • Align fields horizontally or vertically for a consistent layout.

   • Use arrow keys for fine-tuning.

Tagging for Accessibility

Adding and managing tags makes the form readable by assistive technologies.

How to Create Accessible Tags

1. Open the Tags panel under the Navigation Pane.

2. Check if all interactive fields are tagged. If some are missing:

   • Open the Options menu in the Tags panel and choose Find → Unmarked Annotations.

   • Tag every unmarked annotation so all form elements are recognized.

3. For each form field, create a Form tag:

   • Right-click the related text paragraph and select New Tag → Form.

   • Drag the form object reference under its corresponding Form tag.

4. Remove empty tags or decorative elements:

   • Change them to Artifacts so screen readers skip them.

5. Verify that the reading order in the tag tree matches the visual order of the form.

Adding Tooltips and Field Properties

Tooltips tell users what each field is for and help screen reader users understand the form.

How to Add Tooltips

1. Right-click a form field and choose Properties.

2. Under the General tab, type a clear and descriptive tooltip. Examples from our companion video:

   • “Enter your full name.”

   • “Select your training session from the list.”

   • “Choose one option to rate the session.”

3. Use the Options tab to define choices for dropdowns or radio buttons.

   • Include a default or placeholder option such as “Please select.”

   • Enable “Allow user to enter custom text” if users may need to type their own response.

4. Under the Format tab, choose appropriate field types such as Date or Number formats.

5. Apply the same tooltip to all radio buttons in the same group to maintain consistency.

Cleaning and Organizing the Tag Structure

After configuring properties, review the tags for clarity.

How to Clean Up Tags

1. Open the Tags panel again and collapse the tree for an overview.

2. Delete redundant or empty paragraph tags.

3. Mark any decorative content (lines, boxes, or logos) as Artifacts.

4. Check that each interactive element is nested correctly within a Form tag and follows logical reading order.

Testing the Form for Accessibility

Before sharing the form, test it for both usability and compliance.

How to Test a Fillable Form

1. Keyboard testing

   • Navigate the form using the Tab key.

   • Confirm that the focus moves in the correct sequence.

   • Verify that each field can be activated and filled without a mouse.

2. Screen reader testing

   • Use a screen reader to confirm that tooltips and labels are announced correctly.

3. Automated testing

   • Run Acrobat’s Accessibility Checker from the Tools menu.

   • Fix any reported issues, such as those in our companion video: missing document titles or incorrect tags.

   • Open the PAC 2024 tool and test the PDF for WCAG and PDF/UA compliance.

   • Resolve any errors and rerun the accessibility checkers.

This workflow allows creators to build accessible, fillable PDF forms that are easy to navigate with a keyboard, compatible with assistive technologies, and compliant with accessibility standards.

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!