Accessibility Checklist for PDFs
Accessible PDFs ensure all students can read and interact with your content, including those using screen readers or other assistive technologies. Use the fast review for quick fixes, the full checklist for best practices, and the cheat sheets for step-by-step guidance.
✅ Fast Review
Quick fixes to make PDFs more accessible before uploading.
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Set language & title: Add a document language and descriptive Title in Properties.
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Run OCR for scans: Convert scanned PDFs to searchable text (e.g., Blackboard Ally > Alternative Formats or Acrobat OCR).
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Add alt text: Provide concise descriptions for meaningful images; mark decorative images as decorative.
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Use descriptive links: Avoid “click here.”
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Use Ally indicators: Upload to Blackboard and use Ally guidance to raise the score before sharing.
📖 Full Checklist
🧩 View the full best practices list.
Start from the Source
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Fix in original: Address accessibility in Word/PowerPoint/Excel first.
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Export correctly: Create a tagged PDF (use “Save As/Export to PDF,” not “Print to PDF”).
📌 The Four R’s for PDFs
🗑️ Remove outdated, scanned, or unnecessary PDFs.
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Replace with:
- Permalinks to library/external content
- Accessible versions from the publisher
- Alternative formats (Word, PowerPoint)
🛠️ Remediate only when necessary (use Acrobat Pro or other tools).
✅ Get it Right the first time by creating accessible source files.
Properties & Metadata
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Language: Set the document’s primary language.
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Title: Provide a descriptive title (not just the file name) and set Initial View to show Document Title.
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Metadata: Add author, subject, and keywords if relevant.
Security & Assistive Technology
- Avoid “Protected View” or other settings that block assistive technologies.
Tags, Structure & Reading Order
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Tags tree: Ensure all content is tagged and follows a logical hierarchy (H1–H6, P, List, Table).
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Reading order: Use the Reading Order tool to set a sensible flow.
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Artifacts: Mark decorative elements (lines/shapes) as artifacts.
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Headings: Use true heading levels; don’t skip levels.
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Lists: Make lists real List/LI tags (not visual bullets only).
Tables
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Data only: Don’t use tables for layout.
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Headers: Identify header rows (and first column if needed) with proper TH/Scope.
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Keep simple: Avoid merged/blank cells and complex nesting.
Images & Alt Text
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Alt text: Concise, purpose-based descriptions for meaningful images.
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Decorative: Mark purely decorative images as decorative/null.
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Complex graphics: Provide nearby long descriptions (e.g., for charts/infographics).
Color & Links
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Contrast: Use Silktide Ally Toolbar or WebAIM color contrast checker to ensure good contrast.
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No color-only meaning: Use labels, patterns, or text in addition to color.
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Links: Use descriptive link text and ensure links are active and accurate.
Forms & Multimedia (if present)
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Form fields: Add tooltips/labels, set a logical tab order, and provide clear instructions.
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Media: Caption videos and provide transcripts for audio; avoid autoplay.
Testing
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Acrobat Accessibility Checker: Run and address all Errors/Warnings.
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Manual checks: Spot-check with a keyboard (tab through the PDF).
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Blackboard Ally: Upload and use Ally’s feedback to improve the score and student experience.
⚡ Quick Verification
Easy tools to double-check your PDF before sharing.
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Run Acrobat’s Accessibility Checker (and resolve flagged issues).
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Confirm headings and structure are logical in the Tags tree.
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Check reading order with the Reading Order tool (and tab order for forms).
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Verify images/graphics have alt text or are marked decorative.
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Confirm color contrast for text and key visuals.
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Check links are descriptive, active, and accurate.
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Review forms/media: labels, tab order, captions, and transcripts
- Upload to Blackboard Ally and use indicators to improve.
📎 Cheat Sheet Downloads...coming soon!
Step-by-step guidance for PDF remediation.