How to Make PDFs 508 Compliant for Accessibility

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Estimated reading time: 4 minutes

508 Complaint PDF Conversions | ADA 508 Compliant PDF

The 508 standards, named after Section 508 of the Rehabilitation Act, require that electronic documents created by federal agencies be accessible to people with disabilities. While the 508 standards technically only apply to government organizations, making PDFs compliant is a smart practice for any organization that wants to make their content inclusive and accessible. Here are some tips for creating 508 compliant PDFs:

Use Descriptive Alt Text for Images

All images within a PDF document need to have alt text, which is a text description of the image that screen readers can vocalize for blind users. Alt text should be short but descriptive – usually a sentence or less. It should explain the content and function of the image in a way that is meaningful when the image is not visible.

When adding alt text, first identify if the image is decorative, functional, or conveys content information. Decorative images can usually have empty alt text. Functional images like buttons or icons need text noting their function. Content images need fully descriptive alt text relaying the information or message portrayed. Alt text is entered in the image properties in PDF editing software.

Structure Content with Headings

Using heading styles is key for structuring PDF documents in an accessible way. Heading styles like Heading 1, Heading 2, Heading 3, etc establish a clear reading order and hierarchy of information. Start by using Heading 1 for the main document title. Then use Heading 2 for major sections, Heading 3 for subsections, and so on. When formatted correctly, headings will show up in the tag tree which assistive technology uses for navigation. Apply headings using styles rather than manually formatting text. Headings make PDF files more usable for everyone by breaking up text and improving scanability. They also make content much easier to navigate and understand for visually impaired users.

Make Sure Text is Readable

For PDF text to be accessible, it needs to be readable. Here are some tips:

• Use high contrast colors for text and background. Black or dark text on a white or light background provides the best contrast. Avoid color combinations like red/green or light gray text.
• Avoid unusual or decorative fonts. Stick to simple, easy to read standard fonts.
• Use at least 12 point font size for body text. Larger is better for accessibility.
• Keep language clear and straightforward. Write in plain language, avoid jargon.

These measures optimize PDF text for readability by both sighted users and screen readers.

Allow Accessible Form Completion

If a PDF contains forms, make sure they are accessible for completion by keyboard only. All form fields should have descriptive labels that are associated correctly, including radio buttons, checkboxes, multi-select boxes, and text fields. Set the tab order to move through the form fields sequentially. Users should be able to navigate, fill in, and submit the form without using a mouse. These measures allow users with mobility impairments to access PDF forms.

Verify Reading Order is Logical

Since screen readers vocalize PDF content in the order it is coded, verifying the reading order is part of accessibility. Check that the content reads cleanly from top to bottom (or left to right) when you Tab through the document.If needed, adjust the tagging order to improve flow. Figures, tables, footnotes, and other elements may need reordered in the tag tree. A logical reading order is essential for usability with assistive technology.

Provide Accessible Versions of Tables or Images

For complex data tables or charts, provide an alternate accessible text description after the original. Explain the main trends and insights from data visualizations for users who cannot see them.Similarly, for images that convey important information, include a detailed text description in the surrounding context or alt text. That way all users have equal access to the content.

Test PDF Accessibility

First, use an automated checker like the free Accessibility Checker in Adobe Acrobat Pro. This will identify any issues to address. Second, manually review the PDF with assistive technology like a screen reader. Testing the real experience is important to confirm accessibility. Resolve any issues before finalizing the PDF. Proactively checking accessibility is crucial for an inclusive document.

Creating accessible PDFs takes awareness, but benefits everyone. Following 508 guidelines is a best practice for making PDFs work for users with disabilities. When in doubt, reach out to an accessibility expert for guidance. Web Experts has experience working with Universities, government agencies, and businesses of all sizes in creating 508 compliant PDFs. Contact us today so we can assist you in creating an accessible document that meets the needs of all users.