You’ll find PDF files everywhere: brochures, annual reports, policy plans, permit forms… For many organizations – especially in government, healthcare, or the non-profit sector – they’re an essential means of sharing information.
But did you know that most PDFs are not accessible for people with disabilities? They lack structure, don’t contain headings, are difficult to navigate using a screen reader – and therefore do not meet the accessibility standards that will soon be mandatory under the European Accessibility Act (EAA).
In this article, we explain how to create accessible PDFs and where things often go wrong.
1. Use headings like H1, H2, H3…
One of the most important principles for an accessible PDF is structure. Screen readers rely on it to read text in a logical order.
Are you creating your document in Word, InDesign, or another layout program?
Always use the built-in styles for headings (e.g., Heading 1 for titles, Heading 2 for subtitles). Simply making text bold or bigger doesn’t count.
These headings are converted into “tags” when you export to PDF – making a world of difference for users who can’t see your document but still need to understand it.
2. Save your file correctly – don’t use ‘Print to PDF’
A common mistake is exporting via Print > Print to PDF. But this is a trap: it removes all structure (like headings, links, alt text, and tables). What’s left is a visual image, not an accessible document.
The right way? Always use ‘Save as PDF’ or ‘Export as PDF’ from your word processor (like Word or InDesign).
Only then are the necessary tags and metadata preserved – invisible to the average user, but vital for people using assistive technologies.
3. Don’t forget to:
- Add alternative text to illustrations, charts, and photos
- Use descriptive link text (avoid “click here”, write “Read the childcare report (PDF)” instead)
- Build logical tables – avoid merged cells
- Ensure correct reading order – check after export
- Use proper contrast and readable fonts
4. Use a tool to check your file
Before you publish your PDF, check if it meets accessibility standards (WCAG & EN 301 549). Tools include:
- Adobe Acrobat Pro (‘Accessibility Check’ function)
- PAC (PDF Accessibility Checker)
- Or request a full scan from specialists like Anysurfer
5. Prefer no PDF? Publish as a web page
Sometimes, it’s easier and better to offer the content directly as a web page.
It’s always better for accessibility and for SEO.
Still need a PDF? With Paddle’s flipbook PDF module, you can display the document in a visually appealing, accessible viewer integrated into your website.
In summary: how to create accessible PDFs
- Use heading styles like Heading 1, Heading 2, etc.
- Add alt text to images
- Use clear, descriptive links
- Save as PDF, don’t print to PDF
- Check your PDF using an accessibility testing tool
- Consider whether your content is better offered as a web page