Create PDF With Accessibility: A Guide to Making Inclusive Documents

Create PDF With Accessibility: A Guide to Making Inclusive Documents

Democratizing Document Conversion: Breaking Barriers in PDF File Handling

In today’s age, information storage is going digital, so it has become very important to discuss accessibility in online tools. Information that used to be stored in physical notes is not being digitized. Thus, with eBooks playing such an important role, PDF accessibility needs to be taken seriously.

According to the CDC, 61 million Americans have disabilities that affect their daily activities. If you consider this group when creating eBooks, you will allow a lot more people to access the content. Furthermore, if your digital files are inaccessible, you can be punished based on the laws in several states. Also, if the act is discriminatory, you could lose a civil suit and lots of money. If you want to avoid damaging lawsuits or create inclusive content, you should learn about PDF accessibility. This article covers everything you need to create PDF files that work for everyone.

What Does It Mean for a PDF to Be Accessible?

What Does It Mean for a PDF to Be Accessible?

A universally inclusive document that meets all the standard inclusivity guidelines is accessible. Generally, the idea gives different people new meanings based on their disabilities. This is why there are guidelines to ensure files in all PDF formats are universally inclusive.

A lot of people assume every tagged PDF document is automatically accessible. This is why creators send their documents to any Word to PDF converter, add automatic settings to include tags, and think the job is done. But this barely scratches the surface of accessibility because the right way to create PDF files goes beyond just tags. These are some characteristics of accessible PDFs to take note of.

Searchable Content

The document must have selectable text in a digital format that screen readers understand. If you carelessly paste scanned image documents into a PDF, the text will appear as images, not searchable and selectable content. However, you can use a converter with Optical Character Recognition software to convert pics to PDF. These tools can identify the text on each page to make it searchable.

Structure and Navigation

The human eye is able to identify the flow of logic in a document, but a screen reader needs digital cues to interpret the content accurately. Accessible PDF technologies utilize the structure of a document and help screen readers understand its content.

Structure and Navigation


Accessible PDFs pass information like the document’s language to screen readers using the file’s metadata.

Color Contrast

An accessible document can interpret information that is passed through colors to screen readers. Also, the use of contrast must meet certain criteria to aid color-blind users.

Why Is PDF Accessibility Important?

Accessible PDFs are good for the internet and great for your business. These are some reasons why it is so important to make digital documents inclusive.

Improved User Experience

Improved User Experience

Headings, tables of contents, bookmarks, and hyperlinks are very important for screen readers. However, these structure guides also make it easier for users to read through the file. In addition, an inclusive document will be compatible with keyboard and mouse shortcuts. Storing content in selectable text also makes them searchable. All of these will make it easier for users to jump through the file easily.

Access to Wider Audience

Accessible PDFs make the reach of your content much broader because more people can interact with it. Screen readers will translate the text to audio or braille so disabled people can understand the message you are passing across.

Legal Compliance

Just by making your document accessible, you can avoid breaching anti-discrimination laws. Also, you can escape losing money in complex lawsuits by simply complying with these rules.

How to Make PDFs Accessible?

Before you put your document in a Word to PDF-converter, ensure you meet guidelines for accessibility first. These are some tips to have in mind when making inclusive PDFs.

How to Make PDFs Accessible?

  • Use hyperlinks, navigational aids, headings, and subheadings where necessary.
  • Add the x language to the file’s metadata
  • Use the standard structure for tables so screen readers understand it
  • Add alternate text to images in the document for non-visual users
  • Use structure tags
  • Include bookmarks in the ebook content

Once you have set up your electronic file, the final step is to convert it to PDF. Many conversion services are available; however, most demand payment for access. As a solution, there are several free PDF converters online. The problem is people fear malicious websites will install viruses, steal their data, or trick them into paying hidden fees.

Factors to Consider When Choosing a Free PDF Converter

Many people are easily bothered about the dangers of using online tools for no charge, and their concerns are justified. But reliable services still do not ask for payments from visitors. For instance, with a free PDF converter, users have access to unlimited, quality conversions at no cost.

If you are looking for a free but efficient Word to PDF converter, these are some tips to consider when trying out tools online.

  • Check if it has limits on the number of free conversions and if there are any hidden costs.
  • Confirm whether it supports the file format your files are in.
  • Read the terms to know if it adds watermarks or other ads to the file.
  • Assess whether its size limitations are suitable for your documents.
  • Confirm if it requires you to provide any information about yourself before granting access.
  • Check if the web address uses HTTPS encryption to protect the transfer of your data.
  • Test the tool using a non-sensitive document to assess the quality of the conversion.

Final Thoughts

Accessible PDFs will help you reach a larger audience, avoid unnecessary lawsuits, and improve the world for disabled people. The process of making documents accessible starts from how you write and structure your content. After that, it goes on to every formatting setting you use till you are ready to create PDF files everyone can use.

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Christy Bella
Christy Bella
Blogger by Passion | Contributor to many Business and Marketing Blogs in the United Kingdom | Fascinated with SEO and digital marketing and latest tech innovations |