PDF logo

PDF document can be created from Microsoft Word, PowerPoint, Adobe Acrobat Pro, Illustrator and other applications. If you are using Microsoft Word to create your PDF document, simply follow the checklist on this page prior to exporting the file as PDF. If you are using Microsoft PowerPoint to create your PDF document, follow the checklist on this page prior to exporting the file as PDF.


Accessibility of Existing PDF Files

PDF files are not easily editable, but Acrobat Pro DC will allow you to do so to some extent. The process of making existing PDF files accessible consists of a few basic steps:

Examine the PDF document

You can also email KCeL your file, and we can determine what’s needed to make your document accessible.

Add document properties and interactive features

To the PDF such as links and bookmarks and set the document open settings and security so that it does not interfere with assistive technology

Identify scanned text and repair

Optical Character Recognition (OCR) using the OCR Text Recognition command in Adobe Acrobat DC allows text to be searchable and read by assistive technologies.

Add form fields and buttons with labels and accessible names

If the PDF is intended to be an interactive document. Set the tab order for the form fields, provide instructions, ensure proper keyboard focus, and ensure any error handling is accessible.

Set the document’s language
Add tags to the PDF file

If it has not been tagged. Tagging should be performed at this step in the workflow to ensure that any elements that were added during steps 1 through 4 are included in the document’s structure.

Determine if the PDF file has been properly tagged

Verify tagged elements are properly sequenced and applied. For example, is a first-level heading tagged as an H1 and not an H3?

Add Alternative Text

Add informative and concise alternative text and descriptions for all non-text elements.

Check the document with the Acrobat Accessibility Checker

Refer to the results of the Accessibility Checker and Report and use the recommendations to make any necessary changes. Repeat this process until the checker indicates no problems are found in the document.



Back to the main document guideline page –>