How to make your PDF accessible

An accessible PDF is a document that everyone can read, understand and use, including people with disability. Creating accessible PDFs ensures that people who use screen readers, magnification software, voice control or keyboard navigation can access the information.

Why accessible PDFs matter

PDFs are commonly used for reports, policies, forms, brochures and guides. If a PDF is not accessible, people with disability may not be able to read it, understand its content, navigate it, or complete tasks such as filling out forms. This can lead to exclusion and create unnecessary barriers to information and services.

Making PDFs accessible improves usability for everyone, not just people with disability. Clear structure, readable text and logical navigation benefit people accessing content on small screens or in challenging environments

They also benefit people with:

• low literacy
• cognitive impairments
• temporary injuries
• ageing-related changes.

Key principles of accessible PDFs

Accessible PDFs are built on several core principles:

• Clear structure, so content can be easily navigated using assistive technology.
• Real text rather than scanned images of text.
• Images with meaningful text alternatives.
• Logical reading order so content makes sense when read aloud.
• Sufficient colour contrast and readable font sizes.
• Full keyboard accessibility.

These principles ensure that PDFs can be accessed and understood by a wide range of users.

How to make your PDF accessible

The most effective way to create an accessible PDF is to start with an accessible source document, such as Microsoft Word, PowerPoint or InDesign, before exporting to PDF.

1. Structure your document using headings
   Use built-in heading styles to create a clear hierarchy. This allows screen reader users to navigate quickly and understand how the content is organised.
2. Write clear and simple content
   Use plain language where possible. Keep sentences short, avoid jargon and explain any technical terms.
3. Add alt text to images
   Provide concise descriptions for all informative images. Decorative images should be marked as decorative so they are ignored by screen readers.
4. Use meaningful links
   Link text should clearly describe the destination or action, rather than using vague phrases such as “click here” or “read more”.
5. Create accessible tables
   Create clear tables to present data and information. Include column and row headers, avoid merged cells and keep layouts simple so screen readers can interpret the structure correctly.
6. Ensure sufficient colour contrast
   Text and background colours must have enough contrast to be readable by people with low vision or colour blindness.
7. Set the correct reading order
   Ensure the content flows logically from start to finish when read using assistive technologies. This is especially important for multi-column layouts and complex designs.
8. Export to tagged PDF
   When saving your document as a PDF, ensure accessibility tags are included. These tags provide structure and meaning to assistive technologies.
9. Check accessibility and test
   Use built-in accessibility checkers and, where possible, test your PDF with a screen reader and keyboard-only navigation. Manual testing helps identify issues automated tools may miss.

Common accessibility issues in PDFs

Some of the most frequent problems found in inaccessible PDFs include:

• scanned documents that contain images of text instead of real, selectable text
• missing or incorrect tagging
• poor heading structure
• low colour contrast
• images without alt text
• incorrect or confusing reading order
• forms that cannot be completed using a keyboard.

Fixing these issues significantly improves accessibility and usability.

How we can help you

It’s important to make sure your documents are accessible and follow Australia’s accessibility standards.

Find out how we can help you meet accessibility standards on our Services page.