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Accessible PDF Documents

Guidance for Developing Accessible PDF Content 

PDF documents are commonly used to share finalized forms, reports, manuals, and other official materials. When created correctly, PDFs can preserve structure, links, headings, tables, and other accessibility features needed by users who rely on assistive technology.

Accessible PDFs improve usability for all users and help ensure that documents published on the MCCB website meet accessibility standards. Whenever possible, PDFs should be created from an accessible source document, such as Microsoft Word, rather than scanned or flattened images.

Before You Create

Before creating or submitting a PDF, consider whether a PDF is the most appropriate format.

  • Can this content be presented as a webpage instead?
  • Is a PDF necessary for printing, official distribution, or formatting purposes?
  • Was the original source document created accessibly before being converted?
  • Is this document current and necessary for website publication?

The MCCB website is not a document repository. Only necessary, accessible documents should be submitted for publication.

Creating Accessible PDF Documents

Accessibility in PDFs begins with the source document. A PDF should not be used to fix accessibility issues that exist in the original Word, Excel, or PowerPoint file.

Step-by-Step Guide

Start with an Accessible Source Document
  • Use built-in heading styles.
  • Use built-in list tools for bullets and numbering.
  • Add descriptive alt text to meaningful images.
  • Use clear and descriptive link text.
  • Create simple tables with header rows.
  • Avoid using color alone to convey meaning.
  • Run the Accessibility Checker before exporting.
Export the Document Correctly
  1. Select File.
  2. Select Save As or Export.
  3. Choose PDF as the file type.
  4. Select Options before saving.
  5. Ensure Document structure tags for accessibility is checked.
  6. Ensure Create bookmarks using: Headings is selected.
  7. Select OK, then Save.
Check the PDF in Adobe Acrobat Pro
  1. Open the PDF in Adobe Acrobat Pro.
  2. Select All Tools.
  3. Select Prepare for Accessibility.
  4. Select Check for Accessibility.
  5. Review the results.
  6. Fix any errors identified in the report.
  7. Re-run the accessibility check after corrections are made.

Common PDF Accessibility Items to Check

Document Title

The Document Title in a PDF is metadata that identifies the document’s name when opened in a PDF reader. For accessibility, the title should clearly describe the document and be set to display in the title bar instead of the file name. This helps users—especially those using screen readers—understand what the document is without relying on the file name.

Setting Document Title

  1. Open your PDF in Adobe Acrobat Pro.
  2. Click Menu.
  3. Select Document Properties.
  4. In the Description tab:
    1. Locate the Title field
    2. Enter a clear, descriptive title for the document

      1. Example: 2026 Annual Report – Mississippi Community College Board

        Document Properties window showing PDF details with a focus on the title "WebAIM's WCAG 2 Checklist."

  5. Select the Initial View tab.
  6. Find the Window Options section.
  7. Set Show to:

    1. Document Title (instead of File Name)

      Document properties window focusing on Windows Options and showing Document Title

  8. Click OK to save your changes.
  9. Save the document.
  10. Close and reopen the PDF to confirm:
    1. The title appears correctly in the window title bar

Best Practices

  1. Use a clear, descriptive title (not just “Document” or a file name)
  2. Match the title to the document’s main heading when possible
  3. Avoid abbreviations unless they are widely understood
Reading Order

Reading options in a PDF control how the document is interpreted and read by assistive technologies like screen readers. These settings help ensure content is read in the correct order, language is properly identified, and the document is navigable for users with disabilities.

Setting Reading Options and Language

  1. Open your PDF in Adobe Acrobat Pro.
  2. Click Menu.
  3. Select Document Properties.
  4. In the Advanced tab:
  5. Locate the Language field

  6. Select the correct language (e.g., English)

    Advanced tab of a PDF Document Properties dialog box with settings for PDF customization and accessibility.

  7. Click OK

Set Reading Order (if needed)

  1. Click Reading Order icon in the right accessibility tools pane.
  2. Review how content is structured:
    1. Ensure headings, paragraphs, lists, and tables are in the correct order

    2. Make adjustments if content is read out of sequence

      Screenshot of a PDF highlighting WCAG 2.0 accessibility guidelines with a navigation panel.

  3. Go to Prepare for Accessibility → Check for Accessibility.
  4. Review results for:
  5. Reading order issues
  6. Missing tags or structure problems

Best Practices

  • Always set the document language
  • Ensure the reading order matches the visual order
  • Use properly tagged PDFs (from Word export) to avoid manual fixes
  • Verify with the Accessibility Checker before publishing
Tags

Tags in a PDF provide the underlying structure of the document, similar to HTML. They define elements such as headings, paragraphs, lists, tables, and images so that assistive technologies (like screen readers) can interpret and navigate the content correctly. A properly tagged PDF ensures content is read in the correct order and is accessible to all users.

Check and Fix Tags

  1. Open your PDF in Adobe Acrobat Pro.
  2. Select the AllTools tab.
  3. Click Prepare for Accessibility.
  4. Select Fix Reading Order.

View Tag Structure

  1. Open the Tags Icon
  2. Review the tag tree:
    1. Look for properly structured elements such as:
      1. <H1>, <H2> (Headings)
      2. <P> (Paragraphs)
      3. <L> (Lists)

      4. <Table> (Tables)

        Interface showing a document's accessibility tag hierarchy with a toolbar on the right.

  3. Ensure tags follow a logical reading order from top to bottom.

Add or Fix Tags (if needed)

  1. If tags are missing:

    1. Go to Prepare for Accessibility → Automatically tag PDF (quick starting point)

      Accessibility Pane highlighting Automatically tag PDF option

  2. Use Reading Order tool to:

    1. Assign correct tags (Heading, Text, Figure, Table)

      PDF software interface showing accessibility toolbar and reading order panel with content structure options.

  3. Right-click tags in the Tags Panel to:
  4. Rename or adjust structure
  5. Move items into the correct order

Best Practices

  • Always start with a properly formatted Word document (headings, lists, tables)
  • Export using “Document structure tags for accessibility” enabled
  • Avoid relying solely on Autotag—always review manually
  • Keep tag structure simple and logical
Links

Links in a PDF allow users to navigate to external websites, email addresses, or other locations within the document. For accessibility, links must be properly tagged and include clear, descriptive text so users—especially those using screen readers—can understand the purpose of the link without needing additional context.

How to Check and Fix Links in a PDF

  1. Open your PDF in Adobe Acrobat Pro.
  2. Select the All Tools tab.
  3. Click Edit PDF.
  4. Scan the document to ensure links are:
    1. Clickable
    2. Directing to the correct destination

Check Link Tags

  1. Click the Tags Icon
  2. Locate link elements:
    1. Look for <Link> tags in the structure
  3. Expand the <Link> tag to confirm:
    1. It contains meaningful text (not just a URL)

Fix or Add Links

  1. To edit an existing link:
    1. Right-click the link → Edit Link
    2. Update the URL if needed
  2. To add a new link:
    1. Go to Tools → Edit PDF → Link → Add/Edit Web or Document Link
    2. Draw a box around the text
    3. Enter the correct URL

Links should clearly describe where the user will go.

  • Avoid using full URLs as link text unless necessary.
  • Avoid vague phrases such as “click here,” “link,” or “more.”
  • Use descriptive link text, such as View the 2026 Annual Report (PDF).
  • Test each link to make sure it works.

Best Practices

  • Use descriptive text that explains the link’s purpose
  • Ensure links are properly tagged in the PDF structure
  • Include file type when linking to downloads (PDF, Excel, etc.)
  • Test every link before publishing
Scanned PDFs

Scanned PDFs are often not accessible because they are created as images of text instead of actual readable text. While the document may look correct visually, screen readers and other assistive technologies may not be able to read or navigate the content properly.

Whenever possible, avoid uploading scanned documents and instead create PDFs directly from accessible source files such as Microsoft Word.

If a scanned document must be used, run Optical Character Recognition (OCR) on the file. OCR is a process that converts scanned images of text into selectable and searchable text that assistive technologies can recognize.

After running OCR:

  • Review the document carefully for errors or missing content
  • Confirm that text can be selected and searched
  • Verify that screen readers can properly read the content
  • Add tags, headings, alt text, and correct reading order as needed
  • Check tables, lists, and links to ensure they remain accessible

How to Run OCR in Adobe Acrobat Pro

  1. Open the scanned PDF in Adobe Acrobat Pro

  2. Select Scan & OCR from the Tools menu

    Screenshot of the Adobe Acrobat Pro “All tools” sidebar menu with the “Scan & OCR” option highlighted in a red box

  3. Select In This File
  4. Click Recognize Text to begin the OCR process
  5. After OCR finishes, test the document by trying to highlight or search for text within the PDF
  6. Run the Accessibility Check and manually review the document for reading order, headings, tags, alt text, tables, and link accessibility

Important: OCR does not automatically make a document fully accessible. It only converts the scanned image into readable text. Additional accessibility review and remediation may still be required.

Summary of Common Mistakes to Avoid

  • Uploading scanned PDFs without OCR.
  • Exporting from Word without preserving document structure.
  • Missing document titles.
  • Missing or incorrect tags.
  • Incorrect reading order.
  • Images without alt text.
  • Tables without header structure.
  • Unclear link text.
  • Using color alone to communicate meaning.
  • Publishing PDFs without running an accessibility check.

Tools and Resources

Training

Digital Educators Network (DEN)

Governance Reminder

All PDF documents must meet accessibility standards prior to submission and publication.

Content submitted for publication is reviewed, and materials that do not meet standards are returned for revision. Accessible source documents should be used whenever possible before converting content to PDF.