PDF files

How to set up accessible PDF files

image of a pdf file
PDF files are very common to us, and widely used, yet they seem to be overlooked when it comes to accessibility. We have a few steps that can easily enhance a PDF file for everyone's benefit.

Convert your pdf files to web pages if you can.

A common consideration for smaller PDF files is to convert them to a web page, and with Site Builder, it can be rather easy and quick (given the size). Simply copy the text, paste it into a word editor to remove any excessive formatting (such as Text Edit or Notepad). Then simply create your web page, and if you're using ANR's Site Builder, create a text asset within your site and paste the copy within. Make sure you create the links needed, and upload any related images and you have now an accessible converted PDF document.

Convert your scanned documents to searchable live text.

If you find that you have too many supporting pdf files for the aforementioned method, then please make sure that they are accessible.

Make sure that your pdf file is not a compressed scan. If you have scanned a hand written or typed page and converted it to a pdf, please take the time to transcribe the document. You can easily do this using Adobe Acrobat, making your document searchable and accessible. The steps explaining how to convert your scanned image are explained here on Adobe Acrobat's helps page:
http://blogs.adobe.com/acrobat/acrobat_ocr_make_your_scanned/

Make your links active.

Creating active links in a pdf document is often overlooked and very easy to do. Here are detailed steps on how to create links:
http://blogs.adobe.com/acrolaw/2010/04/creating-hyperlinks-in-adobe-acrobat/

Convert your Word documents to pdf documents.

Adobe Acrobat offers more up to date accessibility features than Microsoft word. Some features to note are:

  • Support for screen readers and screen magnifiers
  • Preferences and commands to optimize output for assistive software and devices, such as saving as accessible text for a Braille printer
  • Preferences and commands to make navigation of PDF files more accessible, such as automatic scrolling and opening PDF files to the last page read
  • Accessibility Setup Assistant for easy setting of most preferences related to accessibility
  • Keyboard alternates to mouse actions
  • Reflow capability to temporarily present the text of a PDF file in a single, easy-to-read column
  • Read Out Loud text-to-speech conversion
  • Automatic launch of Optical Character Recognition for scanned PDF documents

Adobe has provided an excellent quick reference card as to how to create a pdf from Word files:

Word To PDFReference Card

Further reference

An excellent overview of pdf accessability: Acrobat pdf accessibility

Detailed instructions on creating accessible pdf files: Acrobat Accessible files

Please consider visiting Adobe Acrobats accessibilty site:
http://www.adobe.com/accessibility/products/acrobat/