Create accessible PDFs

Times when it might be better to upload a document to the site:

• documents that are long and are primarily intended to be read in printed format
• documents that are static over time, such as syllabi and instructions
• documents that depend on the layout, graphics, and content always being presented in the same way
• documents bound by law to look in a specific way
• documents with multi-column tables, or which contain mathematical formulas or other elements that require specific document formats.

The most important thing is that the text be actual text i.e. not text that has been scanned as an image. Also, make sure that the title, introduction, body text, and pictures are correctly marked.

To create an accessible PDF

When you create an accessible PDF, you should do as much as possible when the document is in Microsoft Word (or Adobe InDesign). If you need to make adjustments to a PDF, knowledge is required of applications such as Acrobat Professional. Read more about how to create an accessible PDF in Acrobat Pro.

• The file should have encoded tags in a tags tree. In Word, select "Document structure tags for accessibility." This option can be found under "options" when you save the document as PDF. Most often, this selection is already enabled as the default setting.
• Tag headings with heading levels. This is done by using the default formatting for "Heading 1", "Heading 2" and so on.
• Provide images, diagrams, and image-based figures with alternative texts (alt text). Right-click on the picture, select "Format Picture," and then select "Layout & Properties."
• Define the reading order. Normally, it should be set to "Use document structure".
• Make a table of contents in longer documents (preferably presented as bookmarks in the PDF). 

Save an accessible PDF

1. Before you save your Word document as a PDF, you can perform an accessibility check. To do this, go to "File,” "Inspect document," and then "Check accessibility." Fix any problems with the document, and then run the check again.
2. To save the file in PDF format, select "File" and then "Save As Adobe PDF". Then choose where you want the file to be saved.
3. To ensure that the "Enable Accessibility and Reflow with tagged Adobe PDF" option is enabled, click "Options."
4. When you're done, click "Save."

1. To save the file in PDF format, select "File" and then "Save As". Then choose where you want the file to be saved.
2. In the "File Format" field (located under the field "File name") select the option "Save as PDF".
3. To ensure that the "Document structure tags for accessibility" option is enabled, click "Options."
4. When you're done, click "Save."