What is PDF Accessibility?
Imagine you enter a library, but the shelves are chaotic, books have no titles, are written in a language you don't understand, or the individual chapters are not recognizable because headings look the same as the rest of the body text.
For people with disabilities, a non-accessible PDF can have the same effect: inaccessible and frustrating.
PDF Accessibility means that a PDF is designed in such a way that it can be used by everyone – regardless of their individual skills or technical resources. The goal is Information accessible, understandable and easy to navigate close.
Accessible PDFs are not only an act of inclusion, but a legal requirement in many industries. Public institutions and companies have a responsibility to provide content that is accessible to everyone – be it employees, customers or citizens.
Why is PDF Accessibility essential?
Accessibility creates trust: In the digital world, accessibility means that your information is understandable and usable by all users - including people with disabilities. But PDF accessibility goes far beyond inclusion. It offers concrete advantages:
1. Inclusion and equal opportunities:
People with disabilities can only use digital content if it is accessible. An accessible PDF enables access to information, whether through a screen reader or alternative navigation.
2. Legal requirements:
Many countries require accessibility by law. In the EU, this is regulated by the EN 301 549 standard, which is mandatory for public institutions and, from 2025, also for many companies. Violations can lead to legal consequences.
3. Improved user experience:
Accessible PDFs are not only more accessible for people with disabilities, but also provide a better user experience for everyone. A well-structured document is easier to navigate and more efficient to read.
4. Professionalism and image:
An accessible PDF shows that your company values quality, inclusion and customer satisfaction. It is a strong signal that sets you apart from the competition.
5. Machine readability:
Accessible PDFs are machine-readable and can therefore also be read by search engines, for example, which increases the visibility of your information.
What makes a PDF accessible?
Not every PDF is the same – and certainly not every PDF is accessible. A PDF can look perfect at first glance, but be almost unusable for users with disabilities. An accessible PDF meets specific criteria that make it accessible and usable:
- Structure and readability:
Every accessible PDF has a clear structure that is defined using tags. Tags determine the reading order and the semantics of individual elements and help screen readers to interpret the content correctly. - Alternative texts for images:
Images and graphics are provided with alternative text that reproduces the relevant parts in writing. This means that visual content can also be displayed by screen readers. - Tables:
Tables must be logically structured, with heading cells and clear relationships between cells. - Colors and contrasts:
Text and background colors must have sufficient contrast to be easily readable even for people with visual impairments. - Interactive elements:
Forms and links in a PDF must be designed so that they can be used without a mouse – for example, through keyboard navigation.
How do you make a PDF accessible?
An accessible PDF is not created by chance - it requires planning, suitable tools and often expert knowledge. The process begins with the right starting point: a well-structured document, ideally created in Word or a similar program, forms the basis. Formatting templates should be used, alternative text for images added and a clear table structure maintained.
The next step is the Export to PDF formatIt is crucial to enable the accessibility options that many programs offer by default. These settings ensure that basic accessibility requirements are taken into account.
After the export follows the inspection and remediationTools such as the PAC 2024 Checker or the Accessibility Checker from Adobe Acrobat can be used to test the PDF for accessibility. Often corrections are made, such as adding tags, adjusting the reading order or adding missing alternative texts.
Finally, it is important to ensure that the PDF complies with the applicable standards, in particular the standards ISO 14289-1 and EN 301 549. These standards define the requirements for accessible documents and guarantee that the content is accessible to all users.
With these steps, a PDF can be created that is not only barrier-free, but also legally and technically at the highest level.
Which tools help with checking accessibility?
Remember: “Trust is good, check is better.” Even if a document has been carefully prepared, checking is essential. Here are some tools to help you:
- PAC 2024:
A free tool that tests the accessibility of PDFs according to ISO standards. - Adobe Acrobat Accessibility Checker:
An integrated solution for checking and correcting accessibility issues. - Microsoft Accessibility Checker:
Ideal for output files in Word or Excel.
What happens if a PDF is not accessible?
A non-accessible PDF is a closed door because it prevents access to important information. This can lead to you losing potential customers or partners. For companies and public institutions, violations of accessibility regulations can also have legal consequences.
Accessible PDFs are a win for everyone
Accessible PDFs are more than just a technical detail – they are a Investment in quality, inclusion and legal certainty. They improve the user experience, meet legal requirements and strengthen your professional image.
Take the first step towards accessibility. I will help you make your PDFs not only barrier-free, but also efficient and professional.
Contact me now and ensure accessibility that convinces.
