You've probably uploaded a PDF to your course or website dozens of times without a second thought: a syllabus, an article, a set of lecture notes.
PDFs are everywhere in higher ed. For years they have functioned as the safe, universal choice to prevent editing a file once it’s shared; however, PDFs are often the format most likely to create barriers for students, particularly those using assistive technology. What happens when a student using a screen reader opens that file and the reading order is scrambled, or the text isn’t recognized?
The good news: in many cases, you can share the same content in its original format - while preserving accessibility, simplifying updates, and still maintaining control over who can view or edit it.
When sharing content, here are five considerations that don't depend on a PDF.
1. PDFs Preserve Content Exactly the Way It’s Designed
One of the biggest reasons people choose PDFs is that they preserve formatting. Fonts, spacing, images, and page layout appear exactly as intended, regardless of the device or software a student might use. For documents where visual presentation is essential - such as official forms, archival records, or publisher materials - that consistency can be valuable.
But preserving appearance isn't the same as preserving accessibility. A PDF can look perfect on screen, yet may still be difficult or impossible for a screen reader to interpret if headings, reading order, image descriptions, or searchable text are missing.
2. Share Word Documents & PowerPoint Presentations
A well-structured accessible document, with headings, lists, alt text, and descriptive hyperlinks, is easier for every student to navigate than a scanned or exported PDF. It’s also far easier for you to update next semester. Structure is what makes a document work with a screen reader in the first place: without accurate headings, there's no way to jump between sections or understand how content is organized.
The same structural principles apply to slides: use built-in layouts instead of freeform text boxes, add alt text to images, and maintain a logical reading order so screen readers announce content in the right sequence.
Before exporting a document or presentation as a PDF, ask if students really need that fixed-layout file - or whether sharing the original document, presentation, or Blackboard content would provide the same information in a format that's easier to access, navigate, and update.
Related readings:
3. Share View-Only Files Instead of PDFs
Worried about users editing your original file? You don't need to convert to PDF to protect it.
In Microsoft Office (Word, PowerPoint, Excel), use Share → Can view to send a live, view-only link instead of a flattened export. Recipients still get a fully accessible, screen-reader-friendly document — just without edit access.
In Google Drive, set sharing permissions to Viewer so students can read but not edit or comment. Because the file stays in its native Google Docs or Slides format, it keeps its accessibility structure — no PDF export needed.
4. Let Blackboard Permissions Do the Work
Blackboard already has built-in tools for controlling access without ever touching a PDF.
Post content as an Ultra Document or in a Content Area, and use role-based permissions to control who can view, edit, or download.
This keeps materials in accessible, native web format while still restricting student access to editing.
5. Reconsider the Legacy of PDFs
This mindset isn't just for new content. Before you fix a PDF that's already in your course, ask the same question you'd ask about a new one: do you still need it? If the content has been replaced elsewhere, is redundant, or is simply out of date, removing it is the fastest way to improve accessibility - no reformatting required.
Sometimes a PDF really is the only option - a signed form, a publisher file, an archival document. When that happens, our 4 Strategies for Creating Accessible PDFs walks through how to remake or remediate it properly.
Visit UMBC's Digital Accessibility resource to learn more about managing PDF files.
]]>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.
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.)
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.
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.
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.
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