New Title II regulations will require all public websites (including public libraries) to be fully ADA accessible by April 2026 or 2027, depending on population service size. For more information on this rule, see Title II ADA Regulations for Websites and Mobile Apps.
Websites need to be accessible in design and in content. Accessible documents are necessary any time new content in the form of PDFs, Word, Excel, PowerPoint information is added directly to or linked from a website.
This overview will look at:
- why document accessibility matters,
- Why PDFs specifically can be problematic,
- alternatives to posting content as a PDF,
- tips for getting started with creating and assessing accessible documents,
- and complicated scenarios best avoided.
For a more in-depth dive into creating and checking/validating documents, see Accessible Documents.
Why Accessibility Matters
- Accessibility = Inclusion: People with visual, motor, or cognitive disabilities rely on screen readers and other tools to access content.
- Legal Compliance: Public websites must meet accessibility standards under the ADA and upcoming DOJ rules.
- Better for Everyone: Accessible content works well on mobile devices and helps all users navigate and understand information.
Why PDFs Can Be a Problem
- Screen readers can’t interpret untagged PDFs, making them unusable for those users
- Most PDFs are not accessible by default—they need added tags, alt text, and reading order. PDFs generated from electronic files are better; scanned documents are almost guaranteed not accessible without additional steps.
- Not mobile-friendly: PDFs don’t reflow or resize well on phones and tablets.
- Creating an accessible PDF requires special (paid) tools and training.
Alternatives
- Post content as a web page (HTML) whenever possible.
- If you need a document:
- Use Word [or Google Docs*] and format for accessibility from the start.
- Keep content simple with a straightforward structure.
- Convert to PDF only if necessary, and learn how to make it accessible.
*Google Docs/ Google productivity suite, open-source alternatives such as LibreOffice / OpenOffice, and online versions of Microsoft Office are generally not as robust as desktop Microsoft Office products. Opt for desktop versions of Microsoft Office products whenever possible when accessibility is a concern.
Quick Start Tips for Document Creators
- Use these best practices in Word [or Google Docs]:
- Use built-in heading styles (e.g., Heading 1, Heading 2)
- Add alt text to all images
- ASU Image Accessibility Creator (free online AI tool)
- Use real lists and tables, not manual formatting
- Ensure high contrast and readable fonts
- Write descriptive file names and titles
- Add metadata in the “Save As” options
- Run Accessibility Checker
- Export using: File > Save As > PDF → Click “Options” and ensure “Document structure tags for accessibility” is checked
- Check accessibility with tool:
- PAC – PDF Accessibility Checker (free download)
- Adobe Acrobat Pro**
- Tools to fix a PDF:
- PAVE-PDF PDF Accessibility Validation Engine (free online)
- Adobe Acrobat Pro
- Note: documents created in Excel, PowerPoint, Canva (seem notes about images) have their own accessibility considerations.
- Learning to test with a screen reader like Narrator (native screen reader in Windows) or NVDA (free download, most popular) is the gold standard for determining accessibility of structure, tagging, etc.
- Sometimes errors will persist, but not affect screen reader function.
- Sometimes no errors will be found by the tools, but a screen reader won’t work with a document.
**Adobe Acrobat Pro is the industry standard for accessible PDF creation; all alternatives including paid options such as Nitro Pro, and free/online options like PAC 2024 and PAVE-PDF are limited in their functions and require multiple additional steps.
| Feature | Adobe Acrobat Pro | Nitro PDF Pro |
| Add and edit tags | ✅ Yes – Full tag tree editing (Tag Panel) | ⚠️ Limited – No tag tree view or editing |
| Set reading order | ✅ Yes – Visual Reading Order tool | ⚠️ Very limited – No dedicated tool |
| Run accessibility check | ✅ Yes – Built-in Accessibility Checker | ❌ No full checker; only basic hints |
| Alt text for images | ✅ Yes – Add/edit via Tags or Object Properties | ⚠️ Yes, but not as robust or intuitive |
| Form field accessibility | ✅ Yes – Tag and label form fields | ⚠️ Partial – Some labeling options |
| Fix logical structure issues | ✅ Full support | ❌ Not supported |
| Accessibility wizard/workflow | ✅ “Make Accessible” guided action | ❌ None available |
| Export accessible PDFs from Word | ✅ Via Acrobat plugin for Word | ✅ Works via Word’s built-in export (if tags enabled) |
Complicated Scenarios
Whenever possible, work to avoid these situations with information posted online:
- Complex tables: tables with merged cells and/or headers not in the top row need manual tagging and fixing (often with licensed/paid tools).
- Long documents/documents with multiple contributors: relies on consistency and everybody understanding and maintaining the structure
- Documents with images, charts, and other non-text items: require alternative text for non-text features.
- Images published as PDF and images with text in them: generally discouraged or require additional amounts of alternative text.
- Scanned PDFs: requires high quality scanning (600 DPI) and OCR (Optical Character Recognition) software to convert text to searchable, machine-readable format followed by automated and/or manual modifications (tagging, etc.) with licensable tools and compliance checking.
It is not always possible to avoid these situations, but it will take additional planning, time, and focus to address them. Consider alternatives whenever possible; seek training and assistance when unavoidable.