Accessible PDFs: Remediation and Creation Tools with Techniques and Tips

Make every PDF readable, usable, and accessible

Digital accessibility is more than a compliance requirement—it's a commitment to ensuring that every member of our community can fully engage with digital content. Accessible PDFs support screen reader navigation, reduce cognitive load, and ensure that information is clear and usable for everyone.

Poorly formatted documents—such as those with missing tags, low color contrast, or scanned images without text recognition—can create barriers. Well-structured PDFs, on the other hand, use headings, lists, tables, and descriptive links to make content easier to navigate and understand. By adopting universal design practices, we not only meet legal standards but create a more inclusive learning and working environment.

Whether you're preparing a syllabus, sharing research, or distributing forms, small changes can make a big difference. This practice enhances the learning experience for all learners and supports UMBC's mission of inclusive excellence (UMBC's mission of inclusive excellence).

Here are some key takeaways for remediating or creating accessible PDFs, organized into practical steps you can apply right away.

PDF Tools and Techniques

The following strategies are useful for identifying and fixing accessibility issues:

Adobe Acrobat Accessibility Checker: Scan documents for missing tags, unlabeled form fields, or reading order problems.
Tagging and Structure: Apply proper heading levels, alt text for images, and logical reading order to support screen readers.
Conversion Options: Export PDFs to Word or PowerPoint for easier editing, or scan and get text from an image with OCR (Optical Character Recognition) to make scanned documents searchable.
Color Contrast Checkers: Ensure text and graphics meet WCAG 2 standards checklist for readability.

Tips for Everyday Use

Test your PDF: If you can select text, it's searchable; if not, use OCR.
Start with accessible files: Use built-in templates in Word, PowerPoint, or Excel to create your document before exporting it to PDF. (Note: select the accessibility-friendly PDF preset when exporting the file)
Write meaningful alt text: Keep it concise and focused on the purpose of the image.
Simplify tables: Avoid merged or blank cells and fill in empty spaces with placeholders like 'N/A,' and keep the overall structure easy to follow.

Building a Culture of Access

Digital Accessibility is a shared responsibility. By making small, intentional choices— using descriptive links instead of "Click here" or ensuring high-contrast text—we can create digital content that works for everyone. These practices not only help individuals with disabilities but also improve usability for all readers, including those accessing content on mobile devices or in low-bandwidth environments.

Next Steps

UMBC offers ongoing training and resources to support digital accessibility. Upcoming sessions will cover accessible feedback, videos, images, and more. Faculty, staff, and students are encouraged to explore these opportunities and integrate accessibility into their daily workflows.

Ready to take the first step? Visit UMBC's Digital Accessibility site or run an Ally course report today. Support is also available from Student Disability Services and Instructional Technology.

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