Prepare a more accessible PDF for your website
Start with a well-structured source document rather than trying to repair a screenshot saved as a PDF. Use real text, meaningful headings, useful links and appropriate image alternatives. Export with accessibility tags where your tool supports them, then inspect the resulting PDF. An automatic checker helps find issues but does not certify every aspect of accessibility.
Before you start
- Find the editable source document rather than only a flattened PDF.
- Confirm the content is approved for public download and contains no private notes.
- Consider whether an ordinary webpage would serve readers better than a document.
What to do
Structure the source properly
Apply real heading styles and keep a logical reading order. Use short paragraphs and straightforward lists. For example, a customer information sheet could separate Before your visit, What to bring and Contact details. Avoid laying out ordinary paragraphs inside complex tables simply to align them visually.
Check content people must understand
Give meaningful images suitable alternatives and use descriptive link text. Do not rely only on colour to mark important instructions. Make sure a phone number or opening time is readable text rather than part of an image, and check that small footnotes are not essential information hidden in tiny type.
Run checks and export with structure
In Microsoft Office, run Accessibility Checker before producing the PDF and address its findings. Use the documented PDF export settings that preserve accessibility tags. Settings vary between applications and operating systems; some Mac export options use Microsoft’s online service, so consider the document’s contents before choosing that route.
Inspect the exported document
Open the PDF independently, select and copy a sample paragraph, follow ordinary links and review the page order. Test text enlargement and a screen-reader reading path where possible. Publish a clear download label identifying the document and format, with an alternative way to access essential information.
What to check
- The PDF contains selectable text and a logical structure.
- Important links and information remain usable after export.
- The final file was checked, not only the editable source.
Sources and further reading
Platform features can change. Check the provider’s current guidance before changing a live service.