Digital Accessibility

Documents & PDFs

Overview

Documents and PDFs are among the most common types of digital content shared across UC Agriculture and Natural Resources (UC ANR), and among the most common sources of accessibility barriers.

Accessible documents help ensure that everyone can access, understand, navigate, and interact with content, including people who use screen readers, screen magnification, speech recognition software, keyboard navigation, and other assistive technologies.

Accessibility should begin in the source document. Creating an accessible Word, PowerPoint, or Excel file makes it much easier to produce an accessible PDF later.

Start With the Source Document

The most effective way to create an accessible PDF is to begin with an accessible source document.

Examples include:

  • Microsoft Word documents
  • PowerPoint presentations
  • Excel spreadsheets
  • InDesign files
  • Other authoring formats

When accessibility is built into the source document, much of that structure can be retained when exporting to PDF.

Attempting to fix accessibility problems after creating a PDF is often more difficult and time-consuming.

Use Proper Heading Structure

Headings help users understand document structure and navigate efficiently.

Best practices:

  • Use built-in heading styles instead of manually formatting text.
  • Organize content into logical sections.
  • Follow a consistent heading hierarchy.
  • Avoid skipping heading levels.

Headings provide important navigation landmarks for screen reader users and improve readability for all readers.

Write Meaningful Link Text

Links should clearly communicate their destination or purpose.

Good examples:

  • Download the Accessibility Self-Audit Checklist
  • View the Digital Accessibility Roadmap
  • Register for Accessibility Training

Avoid:

  • Click here
  • Learn more
  • Read more

Meaningful links help all users understand where a link will take them.

Create Accessible Tables

Tables are especially common in spreadsheets and should be used to present data rather than create layout.

Best practices:

  • Identify header rows.
  • Keep tables simple when possible.
  • Avoid merged cells where practical.
  • Include clear row and column relationships.
  • Provide context that explains the purpose of the table.

Complex tables can be difficult for assistive technologies to interpret and may require additional consideration.

Provide Alternative Text for Images

Images, charts, and graphics that convey information should include alternative text.

Alternative text should:

  • Communicate the purpose of the image.
  • Reflect relevant information.
  • Consider surrounding context.
  • Remain concise and meaningful.

Decorative images generally should not receive descriptive alternative text.

For detailed guidance, review Images & Graphics.

Use Descriptive Titles

Documents should include clear, descriptive titles.

Good titles help users:

  • Understand the document's purpose.
  • Locate documents more easily.
  • Differentiate documents from similar files.
  • Navigate document collections more efficiently.

Examples:

  • Accessibility Self-Audit Checklist
  • 2027 Title II Readiness Roadmap
  • Digital Accessibility Procurement Guide

Avoid generic titles such as:

  • Document
  • Report
  • Presentation

Ensure Reading Order Makes Sense

Content should be organized so it can be read and understood in the intended sequence by all users, including those using assistive technologies.

Readers should be able to follow the flow of information logically from beginning to end.

Pay particular attention to:

  • Multi-column layouts
  • Sidebars
  • Text boxes
  • Callout sections
  • Complex page designs

A document that appears visually organized may still be confusing to users of assistive technology if the reading order is incorrect.

Use Sufficient Color Contrast

Color choices affect readability and accessibility.

Best practices:

  • Use sufficient contrast between text and background colors.
  • Avoid low-contrast color combinations.
  • Ensure information is not conveyed through color alone.
  • Provide labels or symbols in addition to color when needed.

Users with low vision or color vision deficiencies may otherwise miss important information.

For additional guidance, review Color & Visual Design.

Create Accessible PDFs

PDFs should preserve the accessibility features present in the source document.

Accessibility issues that are not addressed in the source document are often more difficult to fix after a PDF has been created.

Accessible PDFs generally include:

  • Proper heading structure
  • Tagged content
  • Meaningful document titles
  • Alternative text for images
  • Accessible tables
  • Logical reading order

Scanned documents that contain only images of text are generally not accessible and often require remediation or replacement.

Whenever possible:

  1. Create an accessible source document.
  2. Export the document to PDF using appropriate settings.
  3. Verify accessibility before publishing.

When Should You Use a PDF?

Not every document should be published as a PDF.

Consider whether information could instead be provided as:

  • A web page
  • An online form
  • A knowledge base article
  • Another accessible digital format

Web content is often easier to maintain, update, search, and access than PDFs.

Use PDFs when they provide a clear benefit or are necessary for the intended purpose.

Common Mistakes

Common document accessibility issues include:

  • Missing headings
  • Improper heading structure
  • Missing alternative text
  • Inaccessible tables
  • Scanned image-only PDFs
  • Generic link text
  • Missing document titles
  • Poor color contrast
  • Incorrect reading order

Addressing these issues early can significantly reduce remediation effort later.

Before Publishing

Before sharing a document or PDF, consider the following questions:

  • Does the document use headings appropriately?
  • Are links meaningful and descriptive?
  • Do images include alternative text when needed?
  • Are tables accessible?
  • Does the reading order make sense?
  • Is color used appropriately?
  • Does the document have a descriptive title?
  • Has the document been reviewed using available accessibility tools?

Accessibility review should be part of the normal document creation and publishing process.

Accessibility Is an Ongoing Practice

Creating accessible documents and PDFs does not require perfection. Small, consistent improvements can significantly enhance access to information and services.

Building accessibility into document workflows from the beginning reduces barriers, improves usability, and helps ensure that UC ANR content can be used by the broadest possible audience.