Accessible PDFs: How to Create and Use Them

Accessible PDF documents help everyone, especially people with disabilities, understand and use digital content. They're not just nice to have; they're essential to guarantee equal access to everyone. As more services move online, accessibility is a growing demand across industries. From healthcare to education, making sure your PDF content is readable and usable by all users is a basic expectation.

Knowing how to make a PDF document accessible ensures your files reach a wider audience. Whether you're sharing forms, reports, or marketing materials, accessible PDFs make your message truly inclusive. In this article, we’ll explain what an accessible PDF is, how to make a PDF accessible, how to convert a regular PDF to an accessible digital document, and more. Let’s get right into it!

What Is an Accessible PDF Document and Why Does It Matter

An accessible PDF is a file designed so that everyone, including screen reader users, can read it. It includes structure, text tags, alt text, and correct reading order. If you’ve ever designed a website with accessibility features, an accessible PDF is very similar.

Accessible PDF documents help you create content that works for all users. It’s not just about visual design, but about function and usability for everyone. Tagging headings, lists, and tables correctly turns a basic file into an accessible PDF. These tags help assistive technologies understand and navigate your content accurately and efficiently. Alt text is also important. It describes images for users who can’t see them. This small step makes a big difference when building accessible PDF documents. There’s also regulation in the world of accessible PDFs, because a properly accessible digital document should meet standards like WCAG or Section 508.

Accessibility Standards: WCAG and Section 508

WCAG stands for Web Content Accessibility Guidelines. These rules help developers and content creators make websites and documents usable by people with various disabilities.

Section 508 is a U.S. law that requires federal agencies to make electronic content accessible. That includes websites, apps, and PDF documents shared with the public.

Both WCAG and Section 508 outline how to make a PDF accessible. This includes readable text, proper tags, logical structure, and support for screen readers. Following these standards when creating accessible PDF documents isn’t just best practice; it’s often legally required. It also shows your commitment to digital inclusion.

MotaWord Now Offers Translations Delivered in Accessible PDF

Here at MotaWord, we believe that accessibility is crucial to achieve a truly accepting society that doesn’t dismiss anyone’s needs. That’s why we’re now offering translations delivered in accessible formats, like accessible PDFs. If you need an accessible translation, you can just ask for it whenever you reach out through our 24/7 live chat.

Accessible PDF vs PDF: Understanding the Key Differences

At first glance, a PDF and an accessible PDF may look the same. But only one is readable by screen readers and built for users with visual or cognitive impairments.

The main difference between accessible PDF vs PDF is structure. An accessible PDF has tagging, alt text, and a logical reading order. A basic PDF doesn’t include these features.

With a regular file, screen readers may read content out of order or not read it at all. This, of course, hinders people with visual impairments or other disabilities that might make reading difficult for them. Of course, if you’re not part of a governmental organization, you’re not obligated to provide accessibility features in most cases. However, this is something that makes a huge difference in the way your users, readers, or customers perceive your commitment to accessibility.

If you’re unsure where to start, consider learning how to convert a PDF to an accessible PDF. It’s a small step with a huge impact on usability and access.

How to Make a PDF Document Accessible from the Start

If you're creating a document from scratch, these best practices will help ensure your PDF is accessible right from the beginning:

• Use built-in heading styles in Word, Google Docs, or InDesign to organize your content clearly for screen readers.

• Add alt text to all images. This helps describe visual elements to users who rely on assistive technology.

• Structure tables properly with header rows and avoid merged cells, which can confuse screen readers.

• Set the document language to ensure correct pronunciation and interpretation by assistive tools.

• Avoid using scanned images of text—always type directly or use OCR to make content searchable and readable.

By following these steps, you’ll create accessible PDF documents that are inclusive and easy to use from the start. However, if you want to convert a regular digital document to one with accessibility features, check the guide below.

PDF to Accessible PDF: Converting Existing Documents the Right Way

Already have a PDF? You can still make it accessible! Converting old files to accessible PDF documents requires careful editing, tagging, and cleanup, especially if the file was scanned. In some cases, recreating it fully might be more suitable. Here’s what you can do:

• Start by using Adobe Acrobat Pro. Open your PDF and use the “Accessibility” tools to run a full scan. This highlights missing tags, reading order issues, and untagged content.

• For scanned PDFs, run Optical Character Recognition (OCR) first. OCR turns images of text into readable, searchable content, which is essential when creating an accessible PDF from a legacy file.

• Next, manually add tags to headings, paragraphs, lists, and tables. Use Acrobat’s “Tags” pane to insert or adjust tags where needed for better assistive technology compatibility.

• Check the reading order panel to ensure it follows a logical flow. Screen readers need this to understand how to read the content out loud in the correct sequence.

• Don't forget alt text. Add it to every figure, chart, or image. For complex visuals, include detailed descriptions so users understand the full context.

• Use the built-in accessibility checker to identify issues like contrast problems, missing metadata, or structural errors. Fix each one for a fully accessible PDF.

• Finally, test with a screen reader like NVDA or JAWS to confirm that your document works well for real users with disabilities.

Accessible PDFs at MotaWord: Translations That Everyone Can Access

At MotaWord, we believe translations should be clear, professional, and accessible to everyone. That’s why, if requested, we can deliver translated documents as fully accessible PDF files. We don’t just translate text. We also apply accessibility features like tagging, alt text, and proper reading order so screen readers and assistive tools can interpret the content easily. Whether you need legal, medical, or educational content, we ensure your translated file is not only accurate but also meets accessibility standards.

This means you don’t need to figure out how to make your translations accessible on your own. We handle both the translation and accessibility work for you. If you're starting with a non-compliant file, we can convert it to an accessible PDF, too.

Irem KOCASLAN - Senior Community Manager at MotaWord

Being a passionate translator at heart, Irem is dedicated to reflecting her love for languages onto projects. She is a strong-minded team-mate who will challenge the status quo for the greater good.