Two Paths to an Accessible PDF
There are two ways to get an accessible PDF: build it right from the start in the source application (Word, InDesign, Google Docs), or remediate an existing PDF in Adobe Acrobat Pro. The first is always preferable if you control the source.
Path 1: Fix the Source Document
Best when: You have the original Word, InDesign, or PowerPoint file. Fixes the root problem so future exports are also accessible.
Path 2: Remediate the PDF Directly
Best when: You only have the PDF (no source file), or when fixing in Acrobat is faster than recreating the source document.
Path 1A: Creating Accessible PDFs from Microsoft Word
Word's built-in accessibility features, when used correctly, produce well-tagged PDFs when exported properly.
Use built-in Heading Styles
Apply Word's built-in Heading 1, Heading 2, Heading 3 styles to all section titles. Do not simulate headings by making text larger and bold—this creates paragraphs, not headings, in the PDF.
Add alt text to all images
Right-click any image → View Alt Text. Write a meaningful description. For decorative images, check "Mark as decorative."
Use real tables (not tab-spaced columns)
Insert → Table. Add a header row and mark it as a header row (Table Design → Header Row checkbox).
Use real bulleted and numbered lists
Use the List Bullet and List Number paragraph styles. Do not manually type bullet characters or use hyphens.
Set the Document Language
File → Options → Language → set the Office Display Language to match the document language.
Run the Accessibility Checker
Review → Check Accessibility. Fix all errors before exporting to PDF.
Export using "Save as PDF" with correct settings
File → Save As → PDF. Click "Options" and check "Document structure tags for accessibility" and "Document properties." Do NOT use Print to PDF—this strips all accessibility data.
Critical: Never use "Print to PDF" to create an accessible document. This process discards all accessibility markup. Always use File → Save As → PDF with accessibility options enabled.
Path 1B: Creating Accessible PDFs from Adobe InDesign
InDesign gives fine-grained control over PDF accessibility and is the preferred tool for complex layout documents.
Apply Paragraph Styles with correct export tags
Edit → All Export Tags. Map each paragraph style to the correct PDF tag (e.g., Heading 1 style → H1 tag, body text → P tag, list items → LI tag).
Set the Articles panel reading order
Window → Articles. Create an article that includes all text frames and images in the correct reading order. Unthreaded frames must be manually ordered here.
Add alt text to all images
Select each image → Object → Object Export Options → Alt Text tab. Write a meaningful description or mark as decorative.
Set document language
File → Document Setup → Language. Also check Character / Paragraph styling for any language overrides.
Export as Interactive PDF with accessibility options
File → Export → Adobe PDF (Interactive) or Adobe PDF (Print). In the export dialog, check "Create Tagged PDF" and "Use Structure for Tab Order."
Path 2: Remediating an Existing PDF in Adobe Acrobat Pro
When you only have the PDF, Acrobat Pro is the primary remediation tool. This requires patience and familiarity with the Tags panel and Accessibility tools.
Run the Accessibility Checker
Tools → Accessibility → Accessibility Check. This identifies failures you need to fix and gives you a starting inventory of issues.
Add or repair tags (if untagged)
Tools → Accessibility → Add Tags to Document provides a starting point for untagged PDFs, but the result always needs manual refinement. Open the Tags panel (View → Show/Hide → Navigation Panes → Tags) to review and correct the tag tree.
Fix the reading order
Tools → Accessibility → Reading Order (Touch Up Reading Order). Drag content blocks to set their order. This must match visual reading sequence.
Add alternative text to images
In the Tags panel, find each Figure tag → right-click → Properties → Tag tab → set the Alternate Text field. Or use the Reading Order tool and right-click images to set alt text.
Fix heading tags
In the Tags panel, ensure section title text is tagged H1, H2, H3, etc.—not P. Right-click any tag to change its type.
Mark artifacts
Page numbers, headers/footers, and decorative elements should be tagged as Artifact. In Reading Order tool, select them and click "Background / Artifact."
Set document language and title
File → Properties → Description: set the Title field. File → Properties → Advanced: set the Language dropdown.
Fix form fields (if present)
Tools → Prepare a Form. Right-click each field → Properties → General tab → set Tooltip to the field's label text. Set tab order via Page Properties → Tab Order → Use Row Order.
Run the Accessibility Checker again
Verify all previously failed items now pass. Run PAC (PDF Accessibility Checker) for a second opinion, especially for PDF/UA conformance.
When to Use a Professional Remediation Service
DIY remediation in Acrobat is feasible for simple documents if you have Acrobat Pro, time, and a willingness to learn. For most organizations, outsourcing is faster, cheaper per-document, and more reliably correct. Consider professional remediation when:
You have more than a handful of documents to remediate
Documents are complex (multi-column layouts, tables, forms, charts)
You don't own Acrobat Pro ($20+/month)
You need compliance documentation for legal or audit purposes
You're working against a deadline (OCR investigation, ADA demand letter)
Your team lacks PDF accessibility expertise—incorrect remediation can create worse problems than no remediation