Start with the document people will actually read
A PDF can look polished and still be difficult to use. Someone navigating with a screen reader may encounter a heading as ordinary text, hear table cells in a confusing order, or find that a scanned page contains no selectable words. The most reliable way to prevent these problems is to build accessibility into the source document, whether it is a word-processing file, slide deck, or layout project.
Before formatting, decide what each part of the document does. Which text is the title? Which lines introduce sections? Are any items a list or a table? This matters more than their appearance. A community group preparing a downloadable event guide, for example, can make the guide easier to navigate by identifying its schedule headings and session lists in the source file rather than making them look right through font size and spacing alone.
Use structure, not visual shortcuts
Apply the source application's built-in title, heading, paragraph, and list styles. Use headings in a sensible sequence so readers can understand how sections relate to one another. Do not use repeated spaces or blank lines to position content; use layout controls that do not interrupt the reading sequence. If the document has multiple columns or text boxes, check that its content follows a logical order.
For tables, use them to present data rather than to arrange the page. Mark header rows or columns when the application supports it, and keep the structure simple enough that a reader can connect each value with its label. A short event timetable with columns for time, activity, and location is usually clearer than a table with merged cells and unlabeled sections. If a table becomes hard to explain, consider splitting it or presenting the information as a list.
Write links that describe their destination or purpose, such as “Download the event schedule,” instead of “click here.” Set the document language where the application allows it. Use readable text sizes, adequate contrast, and descriptions that do not rely on color alone: “Sessions marked with a star require registration” conveys more than “green sessions require registration.”
Make images and interactive elements understandable
Add alternative text for images that convey information. Describe the image's purpose in context, not every visible detail. For a chart, state the main takeaway and ensure its important values are available in nearby text or an accessible table. A decorative border or background image generally does not need to be announced; mark it as decorative if the application offers that option. Avoid putting essential instructions only inside an image, where they may be unavailable to people who cannot see it or to text extraction tools.
If the PDF will include a form, create clearly labeled fields in a tool that supports accessible form controls. Check that keyboard users can move through fields in a sensible order and that instructions are provided as text, not just as placeholder content that disappears when someone starts typing. When a form is complex or the available tools cannot produce usable fields, consider offering another accessible way to complete the same task.
Export with accessibility settings intact
Use the source application's PDF export or save function and look for options to include document structure tags, bookmarks, and links. Tags carry information about headings, paragraphs, lists, and other elements into the PDF. Exact menu names vary, and an export setting cannot repair a poorly structured source file, so inspect the result rather than assuming it worked.
Avoid creating a PDF by printing to PDF unless you have confirmed that this route preserves the required structure. Likewise, scanning a paper document produces an image of text, not accessible text. Optical character recognition can make a scan searchable, but its output needs proofreading and the PDF may still require work on its structure and reading order. When practical, export again from the editable source instead of trying to rebuild a scanned document.
Check the finished PDF with real tasks
Open the PDF and test it as a reader would. Can you select and search its text? Does the heading or bookmarks panel provide a useful route through a long document? Do links have meaningful names? Check reading order, image descriptions, table headers, document language, and any form fields with a PDF accessibility checker if one is available. Automated checks can flag problems, but they cannot decide whether an image description is helpful or whether the content makes sense in sequence.
Then try navigating with a keyboard and, if possible, a screen reader. Ask someone unfamiliar with the document to find a section, follow a link, and understand a table or form. Note where they get stuck, correct the source document, and export again. For important public information, an accessible web page alongside the PDF can give readers another way to access the same content. The goal is not merely to pass a check; it is to make the document usable.
