PDFs are a staple of academic life, used for everything from syllabi to complex research articles. However, without intentional design, they can create significant barriers for students using screen readers or other assistive technologies. Making your PDFs accessible ensures that information is clear, searchable, and usable for every member of our community. By focusing on accessible creation and remediation techniques, transform your materials into inclusive learning tools.

1. Start with an Accessible Foundation

The most effective way to create an accessible PDF is to ensure the source file is accessible from the start. Whether you are working in Microsoft Word, Google Docs, or PowerPoint, following these core principles will save time and improve the final result:

• Use Built-in Heading Styles: Instead of manually bolding or enlarging text, use styles like Heading 1, 2, and 3. This creates a logical structure that screen readers can navigate.

• Add Meaningful Alt Text: Provide concise descriptions for images, charts, and graphics so their purpose is clear to those who cannot see them.

• Use Descriptive Links: Avoid generic phrases like "click here." Use text that describes the destination or action, such as "Download the 2026 Course Syllabus." (Refer to 5 Tips for Creating Clear and Accessible Links for more information.)

2. Export the PDF with Accessibility 

How you save your file as a PDF is just as important as how you format it. To ensure all your accessibility tags, like headings and alt text, are preserved, you must use the correct export method:

• Avoid "Print to PDF": This function strips away the structural tags required for screen readers. (Tags provide the essential structure and semantics for a PDF, enabling screen reader navigation, defining logical reading order, and allowing content to reflow correctly on different devices.)

• Save As/Download as PDF: In Microsoft Word or PowerPoint, use "Save As" and select the "Best for electronic distribution and accessibility" option. In Google Docs, use “File → Download → PDF Document” to generate a tagged file.

• Verify Content: After exporting, perform a quick test to see if you can select the text. If you can, the text is searchable and accessible; if not, further work is needed.

3. Remediate Existing PDFs

When an original source file isn't available, remediating an existing PDF ensures that all students, including those relying on screen readers or other assistive technologies, can engage with course materials seamlessly.

• Quick Fixes with Blackboard Ally: If your PDF is hosted in Blackboard, check Blackboard Ally first. Ally can resolve minor accessibility issues directly.

• Comprehensive Remediation in Adobe Acrobat: For more complex documents, archived files, or scanned readings where you lack source files, Adobe Acrobat provides powerful remediation tools:

  • Apply OCR (Optical Character Recognition): Convert image-based scanned pages into searchable, readable text so screen readers can process the content.

  • Run Accessibility Checks: Use the built-in Accessibility Checker to detect structural barriers, missing tags, alt text gaps, or form field labels.

  • Manually verify Reading Order: Use the Reading Order tool to ensure assistive technologies present the content in a logical sequence that supports understanding.

  • Export the PDF: Remediate with Microsoft Word or PowerPoint’s Accessibility Checker. Then, converting it back to a source format is often the easiest way to add clear headings, alt text, and structured lists using familiar editing tools.

4. Prioritize What You Fix First

Remediating all course PDFs simultaneously is not necessary. Instead, use the insights from your Blackboard Ally course report to determine where to start:

• Prioritize Required Materials: Focus on syllabi and required readings before optional handouts.

• Target Low Scores: Address files with the lowest Blackboard Ally Course scores first to remove the most significant hurdles.

• Actionable Elements: Ensure interactive elements like worksheets or forms are remediated so all students can participate.

• Substitute When Needed: Replace uneditable files with accessible versions by collaborating with the UMBC Library or publishers.

For additional guidance, visit the UMBC Digital Accessibility website on Accessible Documents & Presentations > Specific tools used at UMBC > PDFs to discover further methods for formatting accessible PDF files.