PDF documents are often used to share important information online. However, challenges can be posed to users with disabilities if accessibility isn’t considered in their design. If PDFs aren’t made accessible, users with disabilities may face barriers when accessing your content and important information. With about 25% of adults in the U.S. living with some form of disability, it’s clear that a significant portion of your potential audience may struggle to access your content if accessible documents are not created.. Ensuring accessibility improves user experience and supports inclusivity and compliance with legal standards.
An accessible PDF is designed for easy use by individuals with visual or cognitive impairments. Assistive technologies like screen readers help these users access and understand PDF documents.
Creating accessible PDFs isn’t always simple, but it’s certainly doable. The process involves using specialized software to ensure that these technologies format the document correctly and make it readable.
On the other hand, inaccessible PDFs often contain text images created by scanning physical copies or documents that aren’t text-based. While it’s possible to convert these documents into accessible text, it usually requires the help of professionals with the right tools.
In this post, we’ll explore the differences between accessible and inaccessible PDFs and why it’s essential to ensure that your PDFs are usable for everyone. Let’s dive in!
Table of contents
What are the Basics of Accessible Documents?
1. Double-Check Accessibility with PDF Compliance Software
Before sharing or publishing your document, it’s a good idea to run it through accessibility tools to ensure it meets all the necessary standards. You can use PDF compliance software to ensure your document is accessible to everyone, including those with disabilities.
2. Organize with Clear Headings
Using headings helps break up content and makes it easier for everyone to navigate. It also allows screen readers to identify sections and give users a clearer understanding of the structure.
3. Add Alt Text for Images
Alt text describes the content of an image. This is important for people relying on screen readers, as it lets them understand the image. Always include descriptive alt text for all images in your document.
4. Use Descriptive Links
Instead of vague phrases like “click here,” use meaningful text for hyperlinks. Clicking the link helps people understand what they will get, making navigation easier.
5. Check Color Contrast
Make sure there’s enough contrast between the text and background color. This helps people with visual impairments read the document more easily. Aim for clear and high contrast to improve accessibility.
6. Choose Readable Fonts
Select fonts that are easy to read, especially for people with visual impairments. Avoid overly decorative fonts, and stick to simple ones like Arial or Times New Roman.
7. Structure Content with Lists
Lists make content easier to follow and understand. Use bullet points or numbered lists for steps, instructions, or important information. This adds clarity and structure to your document.
8. Create Accessible Tables
When using tables, ensure they are correctly structured with clear headings for rows and columns. This helps people with screen readers understand the table’s data without confusion.
Challenges with the Inaccessible Documents
Understanding why document accessibility is important starts with recognizing the challenges people face when documents aren’t accessible. Here’s a look at some of those challenges:
1. Confusing Language
Many inaccessible documents are written in unclear or overly complex language. This can be tough for everyone, but it’s especially difficult for people who have trouble reading, whether due to learning disabilities or other impairments.
2. Poor Formatting
Documents that aren’t properly structured make it hard to read and navigate. This can mean missing headings, disorganized paragraphs, and a lack of things like a table of contents. For those using screen readers or other tools to assist with reading, this can make it nearly impossible to follow along.
3. Limited Formats
Some documents are only available in EPUB, which can be hard to read on certain assistive technologies. People can’t access the information in these files without the right software or support. This limits their ability to use the document in a way that works for them.
4. Missing Image Descriptions
Images in documents can create barriers when they don’t have descriptions or alternative text. Without this, people who rely on screen readers may never know the images even exist, missing out on important information that could be conveyed visually.
5. Hard-to-Read Design
Documents with small text or backgrounds that don’t provide enough contrast can make reading difficult, especially for those with visual impairments.
Benefits of Accessible Documents
Accessible documents bring many benefits to companies that create them and those who use them. Here’s a breakdown of how they help everyone involved:
For Users:
- Easier to Navigate: Well-structured documents with clear formatting make them much easier to read and understand.
- Better for All: With features like support for screen readers and Braille displays, accessible documents ensure that everyone, including people with disabilities, can fully engage with the content.
For Businesses:
- Stronger Customer Loyalty: Offering accessible documents shows customers that a business cares about their needs, which can help build long-term trust and loyalty.
- Promoting Inclusivity: Providing accessible content helps businesses support equality by ensuring that everyone can engage with their information regardless of their abilities.
- Positive Image: Businesses that prioritize accessibility can build a better reputation by showing they care about all their customers, no matter their needs.
Closing Thoughts
To wrap up, in the digital landscape, making PDFs accessible is important for ensuring everyone can access and understand your content. Whether you’re sharing files through platforms like PDF Drive or your own website, creating accessible documents shows that businesses care about all their customers and helps build stronger connections. In the end, accessible documents make communication easier and improve your reputation.
