8 Ways to Make PDF Accessible with Screen Readers and Braille Displays

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PDF a.k.a. portable document format is a well known format for sharing files and documents. Remember to consider accessibility issues for people who use screen readers or Braille displays. Follow best practices for creating accessible PDFs to make sure everyone, including those with visual impairments, can access the content. Organizations need to ensure that their online content is accessible to everyone. One important aspect of digital accessibility is making PDFs accessible to individuals with visual impairments. This article provides eight essential strategies for improving PDF accessibility for screen readers and Braille displays.

1. Use Tagged PDFs

Tagged PDFs are PDFs that contain hidden tags that describe the content, layout, and structure of the document. These tags enable screen readers to read out the content accurately, allowing users to navigate and understand the document easily. To create a tagged PDF, you can use Adobe Acrobat or other pdf accessibility editing software.

2. Use a Clear Font and Font Size

Using a clear font and font size is essential for readability, especially for individuals with visual impairments. Choose a font that is easy to read, such as Arial or Helvetica, and ensure the font size is at least 12 points.

3. Use High Contrast Colors

High-contrast colors can significantly improve readability for individuals with visual impairments. Use a color scheme that has high contrast between the background and text.

4. Organize Content with Headings and Subheadings

Organizing content with headings and subheadings helps braille displays set the structure of the document and allows users to navigate easily. Use headings (H1, H2, H3, etc.) to define sections and subheadings to break up large blocks of text.

5. Use Alternative Text for Images

Alternative text for images is essential for screen readers in pdf accessibility services, as they cannot read images directly. Provide alternative text for all images, including charts, graphs, and diagrams. That will allow screen readers to read out the image content accurately.

6. Use Audio Descriptions for Videos

Audio descriptions are a must-have for videos, as they provide context and information about the visual content. Provide audio descriptions for all videos, including captions and subtitles.

7. Make Tables Accessible

Tables can be challenging for screen readers to navigate, but making them accessible is crucial. Use table headers (th), provide alternative text for tables, and separate table data with commas or pipes (|) instead of tabs.

8. Test with Screen Readers and Braille Displays

The final step is to test your PDFs with screen readers, and Braille displays to ensure they are accessible. There are many free screen reader software available online, such as NVDA (NonVisual Desktop Access) or JAWS (Job Access with Speech). You can also use Braille displays like the BrailleEdge or the Focus Braille Display.

Best Practices for Creating Accessible PDFs

• Avoid using tables without headers
• Use semantic markup (HTML) in your PDFs
• Test your PDFs regularly with different screen readers and Braille displays.
• Provide alternative text for all images
• Use clear language and avoid jargon

Benefits of Accessible PDFs

Making your PDFs accessible has numerous benefits, not only for individuals with visual impairments but also for your organization as a whole. Some of the benefits include:

• Increased inclusivity
• Compliance with accessibility standards
• Improved user experience
• Enhanced brand reputation

Common Challenges and Solutions

While making PDFs accessible is essential, it can be challenging to implement. Here are some common challenges and solutions:

• Challenge 1: Lack of knowledge about accessibility standards
  Solution: Learn about accessibility standards, such as Section 508 and WCAG, and how to apply them to your PDFs.
• Challenge 2: Limited budget or resources
  Solution: Start small by identifying the most critical PDFs that need to be made accessible and prioritize those first.
• Challenge 3: Limited technical expertise
  Solution: Partner with an accessibility expert or seek training and resources online to learn how to create accessible PDFs.

Tips for Creating Accessible PDFs

Here are some additional tips for creating accessible PDFs:

• Avoid using graphics or images that are not essential to the content.
• Use alt text for all images..
• Provide alternative text for charts, graphs, and diagrams.
• Use headings and subheadings to organize content.
• Test your PDFs regularly with screen readers and Braille displays.

Best Practices for Accessibility in PDF Editing Software

When using PDF editing software, such as Adobe Acrobat, follow these best practices for accessibility:

• Use the “TouchUp Reading Order” tool to reorder the reading order of elements on the page.
• Use the “Tag” panel to add tags to elements on the page.
• Use the “Properties” panel to add alternative text for images.
• Use the “Page Setup” panel to set the page layout and margins.

Common PDF Accessibility Issues and Solutions

Here are some common PDF accessibility issues and their solutions:

• Issue: Lack of Alternative Text for Images
  Solution: Add alternative text for all images, including charts, graphs, and diagrams.
• Issue: Inaccessible Tables
  Solution: Use table headers (th), provide alternative text for tables, and separate table data with commas or pipes (|) instead of tabs.
• Issue: Unclear Headings and Subheadings
  Solution: Use clear headings (H1, H2, H3, etc.) and subheadings to define sections and break up large blocks of text.
• Issue: No Audio Descriptions for Videos
  Solution: Provide audio descriptions for all videos, including captions and subtitles.
• Issue: Insufficient Font Size and Style
  Solution: Use a clear font (such as Arial or Helvetica) and font size (at least 12 points) to ensure readability.
• Issue: Lack of Semantic Markup
  Solution: Use semantic markup (HTML) in your PDFs to provide structure and meaning to the content.
• Issue: Inaccessible Navigation
  Solution: Provide clear navigation options, such as a table of contents or a link to skip navigation, to help users navigate the document.

Best Practices for PDF Accessibility Auditing

When auditing your PDFs for accessibility, follow these best practices:

• Use accessibility checking tools, such as Adobe Acrobat’s Accessibility Checker or the WAVE Web Accessibility Evaluation Tool.
• Test your PDFs with screen readers and Braille displays.
• Review your PDFs against accessibility standards, such as Section 508 and WCAG.

Wrap Up

In conclusion, creating accessible PDFs is required for promoting inclusivity and equal access to information. By identifying common issues and implementing solutions, you can ensure that your PDFs are accessible to all users. By following these guidelines and best practices, you’ll be well on your way to creating accessible PDFs that promote inclusivity and demonstrate your commitment to equal access.