PDFs (Portable Document Format files) are widely used to preserve the layout, formatting, and content of documents across different devices and platforms. However, they can present significant challenges to people with disabilities—especially those using assistive devices like screen readers. With so many documents already in PDF format, how can we ensure they are accessible to everyone? Use the following questions to guide your approach to making PDFs more accessible.
Is this document necessary?
Before investing time in making a PDF accessible, consider if you really need that document. Is the document outdated? Is the information essential? Has it already been shared elsewhere? Removing outdated or redundant PDFs improves the user experience and reduces accessibility burdens.
What are some alternatives to PDFs?
- Share content in its original file format. Rather than upload, share, or post content as a PDF, provide access to the original file. File formats like Microsoft Word, PowerPoint, and Excel are easier to edit and make accessible.
- Seek out digital copies. Instead of scanning print materials, search for digital versions from journal and textbook publishers. Request accessible copies/versions. It is not guaranteed that all publishers will accommodate this request, but many now offer accessible alternative file formats (like tagged PDFs).
- Use Permalinks. If you’ve downloaded a PDF from the UND library system or another database, use a permalink. Rather than uploading a copy of an inaccessible article, you can link learners directly to an article’s bibliographic record in a database.
What factors do I need to consider when deciding to make my PDF accessible?
- Do I have the technical expertise? There is a steep learning curve in PDF remediation. UND does provide free access to accessibility training through Deque University, where you may take an in-depth course on accessibility for both basic and advanced PDFs.
- Do I have the necessary software? There are many PDF remediation softwares, but not all softwares are created equally. Luckily, UND has acquired an enterprise license to Adobe Acrobat Pro for all faculty and staff. This is one of the primary softwares used in PDF remediation.
- Do I have the time? PDF remediation can be time intensive depending on the document’s complexity and your familiarity with the tools.
- Do I have extra funds? Outsourcing remediation is an option but may be expensive. (See UND’s list of certified vendors.)
Can’t I just export my PDF to a Word or PowerPoint document?
Yes—but proceed with caution. Adobe Acrobat Pro allows you to export PDFs to Word or PowerPoint, but conversions often contain formatting errors that require manual fixes. Depending on the complexity of the initial document, fixing the exported copy may be more trouble than worth. If you choose to take on this process, ensure that you choose the correct file format to export too. Most PDFs will be converted to Microsoft Word. Only export PDFs to PowerPoint if the PDF was initially created from PowerPoint Slides—otherwise, the dimensions of the export will be inaccessible.
Should I convert my PDF forms?
PDF forms are one of the rare cases in which PDFs are the best option—if built correctly. Word’s form builder is not robust enough to support complex forms. In these cases, PDF remediation may be beneficial. If you're starting fresh or need a more dynamic form, consider using Qualtrics, which offers built-in accessibility features.