PDF is a commonly used format for sharing information online, covering a range of materials like brochures, user manuals, textbooks, and more. Despite its widespread use, there's a downside—PDFs often leave out people with disabilities because they aren't always created with accessibility in mind.
A significant hurdle for individuals with disabilities is that many PDFs are essentially image files when scanned and uploaded online. This limitation prevents those who rely on accessibility features from accessing the content seamlessly.
Common Mistakes in PDF Accessibility
1. Not Using Tags in Your PDFs
Websites use HTML (HyperText Markup Language) to organize their content, ensuring that different devices can display it properly. Similarly, PDFs require a structured layout to meet accessibility standards. This structure, achieved through tagging, allows various tools like screen readers to navigate the content effectively.
Tags in PDFs outline the document's layout. You can create a tagged PDF using software like Adobe Acrobat Pro, either automatically or manually. Adobe offers a guide on using its Reading Order feature to assist in this process. Some helpful tips include:
- After auto-tagging, review the document to ensure accuracy since no automated tool is perfect.
- Avoid adding unnecessary elements like watermarks to the tag tree.
- Improve accessibility for long PDFs by adding meaningful bookmarks linking to chapters or headings.
2. Forgetting Alternative Text
Sometimes, creators forget to add alternative text for images, videos, and other visuals. This is a problem for people who can't see well and use screen readers to access online content.
To make sure everyone can access the content, creators should add descriptive alternative text. This text should explain what each visual element is about. It can be easily added using website tools or even with image alt text generators found online.
Also, it's essential not to rely only on images to share important information. Some people can't see pictures, so using other ways to convey information is crucial. Following these steps helps creators make sure that everyone, no matter their abilities, can use their online content.
3. Overlooking Color Differences
Some people, like those with color vision issues, may struggle to read text that doesn't stand out enough from the background. Guidelines suggest a certain level of contrast, like a ratio of 4.5:1 for regular text and 3:1 for larger text. When you create documents, check that your color combinations meet these standards. The Bureau of Internet Accessibility’s Color Contrast Accessibility Validator is a helpful tool for this and it's free.
4. Missing Table of Contents and Summary
Making content accessible involves including a table of contents and summary. These features are especially useful for people with cognitive disabilities as they provide a clear and short overview of the content. This makes it easier for them to navigate and understand the information.
For instance, if a company is sharing a long employee handbook in a PDF, it's important to include a table of contents and a summary at the beginning. This helps employees with cognitive disabilities quickly find relevant sections and grasp the main points, especially when they might not have time to read the whole document.
*5. Not Defining the PDF’s Language *
Make sure to set the language of your PDFs so that screen readers can pronounce words correctly. Follow these steps:
- Open the document.
- Go to File and choose Properties.
- Click on the Advanced tab.
- In Reading Options, choose the language from the drop-down menu.
It's a good idea to create documents in one language whenever you can. If your document has text in multiple languages (like an instruction manual in different languages), think about splitting those parts into separate documents whenever possible.
Closing Thoughts
So, there you have it – a simple guide to making PDFs accessible for everyone. Let's make sure nobody gets left out when it comes to sharing information online. With a little extra effort, we can make the digital world a friendlier place for everyone.
Author Bio:
Emilie Brown works with the Content Marketing team at Continual Engine, a leading AI-based accessibility solutions provider, enabling organizations to create digitally accessible content in compliance with universal accessibility laws. Her approach and methodology are simple, concise, and to the point and connect with readers seeking solution-driven content on topics related to accessibility and remediation. Apart from her time at work, she loves to spend time with her dog, volunteer, and play her guitar.
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