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Accessible PDF guidelines

Any PDF shared on ASU websites, online courses, social media, or other platforms intended for students, employees, or the public must be accessible to individuals with disabilities.

Creating accessible PDFs

Before You Begin

Making PDFs fully accessible can be challenging. In many cases, using a Word document, HTML page, or another web-based format (such as Canvas) may better support accessibility and be easier to manage. Learn how to make a document read-only in Word.

You have access to a PDF remediation tool called Equidox. Learn more about Equidox and how to utilize this platform to adjust reading order, identify elements in a document, associate alternative text to images, and more.

Have a PDF with mathematical formulas? Learn more about Equatio and how to use Equatio and Equidox together to address complex STEM PDFs.

How to ensure a PDF is accessible

Step 1: What type of PDF or original source document are you working with?

Created document
(e.g., Word doc or PowerPoint file)
 

Published source
(e.g., book chapter or journal article)

 

Step 2a: Created document

If you're working with a PDF of a document you or someone else created in Word, PowerPoint or other software, answer the questions below.

Are you creating a new PDF or working with an existing PDF?

Create an accessible PDF

Step 1: Start with an accessible original source document

The most important step in creating an accessible PDF is to start with an accessible source file. We recommend using Microsoft Office files if possible because they are best at retaining their accessibility information during conversion to PDF format. 

Follow the links for instructions on creating an accessible:

  • MS Word document
  • PowerPoint file

If your software isn't listed, search the web for instructions to make the file accessible from within the original software.

Step 2: Save as an accessible PDF

In Windows

From within Word or PowerPoint, choose "File" > "Save As," then select "PDF" from the "Save as type" dropdown:

Screenshot of Windows Word Save As pane

In Mac

From within Word or PowerPoint, choose "File" > "Save As," then select "PDF" from the "File Format" dropdown. Make sure the "Best for electronic distribution and accessibility" option is checked.

Screenshot of Mac Word Save As pane

In MS Office 365 Online

From within Word or PowerPoint, choose "File" > "Save As," then select "Download as PDF":

Screenshot of MS Office 365 save as pane


  1.  

 

Do you have access to the original file the PDF was made from?

If you have access to the original file

These instructions explain how to fix accessibility issues in an existing PDF when you have access to the original source document.

Step 1: Make the original source document accessible

If you have access to the original source document, you can fix many accessibility problems in the software used to create it, which is often easier than trying to make edits in Adobe Acrobat. We recommend using Microsoft Office files if possible because they are best at retaining their accessibility information during conversion to PDF format. 

Follow the links for instructions on creating an accessible:

  • MS Word document
  • PowerPoint file

If your software isn't listed, search the web for instructions to make the file accessible from within the original software.

Step 2: Save as an accessible PDF

Follow these steps, which work with the latest versions of Windows and Mac MS Office and Office 365 Online.

In Windows

From within Word or PowerPoint, choose "File" > "Save As," then select "PDF" from the "Save as type" dropdown:

Screenshot of Windows Word Save As pane

In Mac

From within Word or PowerPoint, choose "File" > "Save As," then select "PDF" from the "File Format" dropdown. Make sure the "Best for electronic distribution and accessibility" option is checked.

Screenshot of Mac Word Save As pane

In MS Office 365 Online

From within Word or PowerPoint, choose "File" > "Save As," then select "Download as PDF":

Screenshot of MS Office 365 save as pane

 

 

Is the PDF text-based or an image?

Check if a PDF is text-based or an image

These instructions will show you how to check if the PDF is text-based or an image.

Step 1: Open the PDF in Adobe Reader (Adobe Acrobat Pro or DC are not required for this step.)

Step 2: Try to select some text.

  • If you can highlight selections of text, the file is text-based. 
    Highlighted text in Adobe Reader with an open formatting popup
     
  • If you cannot highlight selections of text--if the whole content becomes highlighted when you select something on the page--the PDF is an image.

Step 3: Once you determine whether the PDF is text-based or an image, please go back and change your answer to this question.

 

Fix a text-based PDF without the original file

When you don't have access to the original file and the PDF is text-based, you can still try to make the document accessible by recreating the original file.

Step 1: Export the PDF to a source file.

Instead of trying to fix the PDF in Adobe Acrobat, it's usually less time-consuming to export the document to a format that's easier to work in (e.g., MS Word, Excel, PowerPoint).

  1. Open the PDF in Adobe Acrobat Pro or Pro DC. (Request Adobe Acrobat Pro or DC.)
     
  2. Export the PDF as another file type. For example, select "File" > "Export To" > "Microsoft Word" > "Word Document" (or another file type).
     

 Step 2: Make the recreated source document accessible

Open the newly recreated (exported) document in MS Word (or PowerPoint, Excel, InDesign, etc.), and fix any accessibility problems in the file from within that software, which is often easier than trying to work in Adobe Acrobat. See how to repair inaccessible files:

  • MS Word document
  • PowerPoint file

If your software isn't listed, search the web for instructions to make the file accessible from within the original software.
 

Step 3: Save as an accessible PDF

Follow these steps, which work with the latest versions of Windows and Mac MS Office and Office 365 Online.

In Windows

From within Word or PowerPoint, choose "File" > "Save As," then select "PDF" from the "Save as type" dropdown:

Screenshot of Windows Word Save As pane

In Mac

From within Word or PowerPoint, choose "File" > "Save As," then select "PDF" from the "File Format" dropdown. Make sure the "Best for electronic distribution and accessibility" option is checked.

Screenshot of Mac Word Save As pane

In MS Office 365 Online

From within Word or PowerPoint, choose "File" > "Save As," then select "Download as PDF":

Screenshot of MS Office 365 save as pane

 

 

Convert using Optical Character Recognition (OCR)

If you cannot find an original version of your image-based PDF, use the OCR software in Adobe Acrobat Pro to convert it to a text-based document, then recreate the PDF from scratch.

Note: You must use Adobe Acrobat Pro (not Acrobat Reader). (Request Adobe Acrobat Pro.)

Step 1: Convert the PDF to a text-based document with Acrobat Pro

Convert scanned PDFs to editable text using the automatic OCR software in Acrobat:

  1. Open the PDF image-based file in Acrobat Pro.
     
  2. Click on the "Edit PDF" tool in the right pane. Acrobat automatically applies optical character recognition (OCR) to your document and converts it to a fully editable copy of your PDF.
    Edit PDF button in Adobe Acrobat's sidebar
     
  3. Export the PDF as another file type. For example, select "File" > "Export To" > "Microsoft Word" > "Word Document" (or another file type).

    Learn more about editing scanned documents

Step 2: Make the new source document accessible

Once you have a Word or PowerPoint version of the file, you can fix any accessibility problems in MS Word or PowerPoint software, which usually is easier than trying to work in Adobe Acrobat. See how to repair inaccessible files like:

  • MS Word document
  • PowerPoint file

If your software isn't listed, search the web for instructions to make the file accessible from within the original software.

Step 3: Save as an accessible PDF

Follow these steps, which work with the latest versions of Windows and Mac MS Office and Office 365 Online.

In Windows

From within Word or PowerPoint, choose "File" > "Save As," then select "PDF" from the "Save as type" dropdown:

Screenshot of Windows Word Save As pane

In Mac

From within Word or PowerPoint, choose "File" > "Save As," then select "PDF" from the "File Format" dropdown. Make sure the "Best for electronic distribution and accessibility" option is checked.

Screenshot of Mac Word Save As pane

In MS Office 365 Online

From within Word or PowerPoint, choose "File" > "Save As," then select "Download as PDF":

Screenshot of MS Office 365 save as pane

 

 

 

 

From a published source

ASU Library Course Resource Services (CRS) helps embed published materials into courses using the Library Resource Organizer. We ensure links are durable, content is accessible, and PDFs are remediated when needed. This service is intended to support access to published materials used in courses, rather than content created by the instructor. 

How to request an accessible PDF from ASU Libraries:

  1. Create an ASU Library Resource Organizer (LRO)
    1. In Canvas:
      1. Add the resource organizer tool to your Canvas course.
      2. Create a resource organizer for your course
    2. Outside Canvas:
      1. If you need this material for a course taught outside of Canvas, submit a Resource Organizer course request.
  2. Add the content as a citation in the resource organizer
    1. For sources available through ASU Library:
      1. Content available through ASU Library can be added directly into the tool.
    2. For internet & open resources:
      1. If you’re linking to a source outside the ASU Library system, the CITE IT tool provides a fast way to generate a citation and add it to your organizer.
    3. For personal files:
      1. If no electronic version is available through the library, you can upload a digital copy of the material to the resource organizer.

After a request is submitted, ASU Library’s Course Resource Services (CRS) team will carefully review whether an accessible PDF or electronic version of a published resource (such as a book chapter or journal article) can be provided, in accordance with the library’s copyright policies.

ASU Library Course Resource Services (CRS) will make every effort to license the content you need. To ensure the best chance of success:

  1. Submit your request as early as possible. Licensing and copyright reviews take time and requests are processed on a first-come, first-served basis.
  2. You may be referred to a Subject Librarian if you have concerns about enrollment size and assignment use. Publishers may limit eBooks licenses to 1- to 3- simultaneous user maximums. If you are assigning a text to an entire course (especially if the enrollment exceeds 200+ students), please reach out to your Subject Librarian in advance to explore options. Subject Librarians work with CRS to provide access to materials once everything has been decided.
    1. If you are fine with having limited access to an eBook, submitting the request straight to CRS is appropriate. CRS will follow up as needed regarding providing access to the resource.
  3. Review the library’s Copyright policy. You do not need to submit a Fair Use Checklist unless Course Resource Services (CRS) requests it. If a Fair Use analysis is needed, CRS will notify you and provide guidance on next steps.

For more information on how ASU Library can help you provide accessible documents for your students and staff, please refer to the Course Resource Services page or reach out to the department at [email protected].

Training on creating accessible PDFs

Access training opportunities via Workday Learning on your MyASU site. Simply search for “Accessible PDF” to see a variety of asynchronous trainings available in Workday Learning.

  • Access live training events on the accessibility.asu.edu events page.
  • Join the Learning Experience Design team for 1:1 consultations—schedule a consultation.

 

 

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Slack

Accessibility Connections

  • For accessibility in online learning and education, join the UDAT working group.
  • Attend one of the Digital Accessibility Liaisons' monthly trainings.
  • Connect with us on ASU's #accessibility Slack channel.
  • Subscribe to ASU's ITACCESS mailing list.

More About PDFs

Adobe Acrobat PDF logo Portable document format (PDF) is one of the most common file formats for documents on the web but also one of the most difficult for screen reader users to access. Consider using a more accessible format, such as MS Word or PowerPoint.

If you're using PDFs to protect your document, note that:

  1. PDFs are not especially secure and are easily exported to MS Word format from Adobe Acrobat.
  2. Password protecting your Word docs may be a more secure option.

If you must use PDFs, the suggestions on this page can help you create, test and repair PDFs.

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