Tag, You're It!
A No-Nonsense Guide to PDF Accessibility in Higher Ed
With working in higher education, you've probably heard someone mention that PDFs need to be "accessible" or that documents need to be "tagged." Maybe you've nodded along while secretly wondering what that actually means. Let's break down what PDF accessibility really is, why it matters, and what you need to know to create documents that everyone can use.
What Is PDF Accessibility?
PDF accessibility is about making documents universally easy to use. It means that
most people can view, read, and interact with your document—regardless of how they
access it. Whether someone is using a screen reader, navigating with just a keyboard,
or dealing with a visual impairment, an accessible PDF works for them.
When you structure a PDF properly, you're using a set of standard structure types
and attributes that allow the content to be extracted and reused for other purposes.
This means better usability across devices, improved search engine optimization, and
compliance with Title II of the Americans with Disabilities Act. In higher education,
creating accessible PDFs isn't optional—it's essential.
The Mystery of "Tags" Explained
Tags are the behind-the-scenes structure that tells assistive technology what each piece of content actually is. Without tags, a PDF is just a visual representation of text and images. A screen reader has no idea what's a heading, what's a list, or what order things should be read in.
Tags provide that context. They identify headings, paragraphs, lists, tables, and other elements. They create a logical reading order and establish relationships between content. With proper tagging, assistive technologies can navigate your document intelligently.
Why This Matters
Beyond compliance, accessible documents are better for everyone. Consider students with visual impairments who rely on screen readers, or faculty who navigate entirely by keyboard. Clear structure and logical organization make documents easier to navigate on mobile devices, improve searchability, and create a better user experience across the board.
The Building Blocks: What Makes Up a PDF?
Understanding PDF structure is key to creating accessible documents. Here are the main components:
Document-Level Structure - Every PDF needs proper tags, a logical reading order, a descriptive title, and adequate color contrast. The tab order should make logical sense so keyboard users can navigate efficiently.
Headings - Headings create a hierarchy in your document and must be properly nested (you can't skip from H1 to H4). Screen reader users often navigate by jumping from heading to heading, so logical structure is crucial.
Lists - Each list needs proper labels (Lbl) and label bodies (LBody) to be recognized correctly by assistive technology. When tagged properly, screen readers announce "List with X items" and identify each bullet or number.
Tables - Tables need row identifiers, headers, and the distinction between table headers (TH) and table data (TD). Screen reader users can't see the visual grid, so they need explicit information about which cells are headers and how data relates to them.
Forms - Interactive form elements like checkboxes, text fields, or signature boxes need field descriptions. Every form field requires a clear, descriptive label that tells users what information goes there.
Alternative Text - Every meaningful image needs alt text that's properly associated with the content. Decorative images should be marked as artifacts so screen readers skip over them.
What to Look Out For When Verifying Accessibility
Key checkpoints when verifying PDF accessibility:
- Does the PDF have a descriptive title and correct language setting?
- Are headings properly nested and lists structured correctly?
- Do tables have proper headers and cell relationships?
- Does every form field have a clear label?
- Does every meaningful image have alt text?
- Are decorative images marked as artifacts?
- Is the reading order logical?
- Is there sufficient color contrast?
Converting Documents: Starting Off Right
The best time to think about accessibility is before you create the PDF. The application you use to convert your document makes a huge difference in how much remediation work you'll need to do later.
Microsoft Word and PowerPoint, Google Docs, and Adobe InDesign are all great tools that have accessibility features built-in. These products also are great when converting documents to PDFs with minimal revisions and are recommended to use when creating documents for your website.
Your Next Steps
Start with an audit. Review your website or department for documents that can be removed. Not every PDF needs to exist—sometimes content would be better as a web page.
Find the source files. Whenever possible, track down the original source document and update it before converting to PDF again. It's much easier to create accessibility from the source than to remediate a finished PDF.
Use available resources. Take advantage of these essential resources:
- Adobe Accessibility Resources - Comprehensive guides and tools, including the accessibility checker in Acrobat Pro
- Section 508 - Detailed technical requirements and guidance for electronic accessibility
- WebAIM - Practical accessibility guidance with excellent articles, tutorials, and testing tools
- ADA Resources - Understanding legal requirements and why accessibility matters
The Bottom Line
PDF accessibility might seem technical at first, but it's ultimately about making sure everyone can access the information they need. In higher education, accessible documents aren't just a legal requirement—they're an ethical imperative. Start small, use available resources, and remember that every accessible PDF you create is removing a barrier for someone trying to learn or engage with your institution.
Learning PDF accessibility is a journey, and everyone needs guidance sometimes. Don't hesitate to reach out to websupport@lists.utah.edu when you get stuck.