PDF Accessibility Guide

Before creating a PDF, ask yourself: Does this need to be a PDF?

PDFs can be challenging to make accessible. Consider alternative formats that may be more suitable:

HTML Webpages: Usually more accessible by default and suitable for public-facing content that is regularly updated. Learn about university webpages
Microsoft Word & PowerPoint: Easy to make accessible and suitable for content that is regularly updated or collaborative with multiple editors. Learn about Word accessibility and PowerPoint accessibility
Forms: Use university form tools (Microsoft Forms, Qualtrics, or Formstack) when you need to gather information from users

Creating Accessible PDFs

1

Use Microsoft Word or PowerPoint to build your content, then export to PDF. Ensure the following:

Use built-in styles
- Apply heading styles (Heading 1, Heading 2, etc.) for structure. Note that PowerPoint slides do not have heading styles
- Use lists and tables properly—avoid using tabs or spaces for layout
Add alt text
- Right-click images/charts to add alt text
- Describe the content and purpose of the image in under 150 characters
Use descriptive hyperlinks
- Avoid generic link text like “Click here.” Use meaningful text like “Read the Accessibility Guide”
Check the Accessibility Assistant
- Go to the Review tab and select “Check Accessibility”
- Fix any issues before exporting

2

3

Adobe Acrobat Pro is available to CU Anschutz faculty and staff at no charge.

Open your PDF file with Adobe Acrobat
Go to “All tools” and “Prepare for Accessibility”
Select “Check for accessibility”
Then select “Start Checking”
You will be taken to an accessibility report, which flags issues to review and resolve. Learn about checking accessibility in Adobe Acrobat

If you do not have the original source file for your PDF (such as a Word document), follow these steps:

1

PDF with recognized text – you can highlight or select individual text
Image-only PDF – text is not selectable and requires OCR (Optical Character Recognition)

2

Adobe Acrobat Pro is available to CU Anschutz faculty and staff at no charge.

Open your PDF file with Adobe Acrobat
OCR for image-only/scanned PDFs
1. Go to “All tools” and “Scan & OCR”
2. Select “Recognize Text”
Run the accessibility check
1. Go to “All tools” and “Prepare for Accessibility”
2. Select “Check for accessibility”
3. Then select “Start Checking”
4. You will be taken to an accessibility report, which flags issues to review and resolve. Learn about checking accessibility in Adobe Acrobat
Run a final accessibility check to ensure all issues are resolved