Hi everyone,
I’m looking for advice on how to create accessible PDFs. Specifically, what are the best practices to ensure that the formatting and content remain accessible for all users? Could anyone share a checklist or some guidelines for creating accessible PDFs?
We’ve encountered an issue where converting Google Docs to PDFs sometimes disrupts the formatting, affecting accessibility. Are there any tools or resources you’d recommend to ensure accessibility during the conversion process?
Any tips on common mistakes to avoid would be greatly appreciated!
Looking forward to your feedback and suggestions!
@mpaulhac I’ve contacted our digital accessibility team for advice so hopefully will have something to share soon!
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Thanks a lot @anna.hughes! It’ll be great to have some advice on this. Looking forward to hearing what your team suggests!
Hi @mpaulhac, one way is to download the Google doc as Word, correct any formatting issues happening in the process, then convert it into PDF/A format. [Here](https://www.adobe.com/uk/acrobat/resources/document-files/pdf-types/pdf-a.html/) is some more info on the PDF/A format and why it is better than the standard PDF.
I’m sure there are other options too, just sharing what has worked well in some instances for me. Google online tools often have these issues of formatting problems and there isn’t an automatic fix that I have found so far. But I am also looking forward to hearing solutions from others!
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Here’s the advice from the Jisc accessibility team regarding accessible PDFs 
The most effective way to create an accessible PDF is to ensure the original document (e.g. Word or Excel) is properly structured before converting it. This should include:
- Using correct heading styles (Heading 1, Heading 2, etc.)
- Creating structured content using bulleted or numbered lists
- Writing alt text for all meaningful images
- Avoiding text boxes and floating elements that may disrupt reading order
- When converting to PDF, always use Save As PDF or the Acrobat PDF
Before exporting, use the built-in Accessibility Checker in source documents (e.g. Word or Excel). This will highlight common accessibility issues. Also ensure that:
- Tables have headers and first column styles applied
- Hyperlinks use meaningful and descriptive text
- Colour is not used as the only way to convey information
- Text and background have sufficient contrast
- The reading order flows logically
- Images have alt text (if required)
- Bookmarks are included for documents that are 20+ pages
It’s not recommended to fix tagging or structure directly in Adobe Acrobat Pro. This requires a licensed version of Acrobat Pro DC and can be complex and time-consuming. Getting it right at source is both quicker and more reliable. It also means you will have two accessible formats to offer.
Even when a PDF is created from a well-structured document, a manual check is still needed. At a minimum, you should:
- Confirm the reading order is correct
- Ensure all images include alt text
- Check colour/contrast of text and background
- Test the PDF with a screen reader (e.g. NVDA or VoiceOver)
External guidance from Microsoft:
I hope this is helpful!
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Hi @Ursula_Rabar, thanks a lot for sharing your method – that’s really helpful!
I wasn’t aware of the difference with PDF/A, so the link is much appreciated. I’ll definitely give your approach a try 
Hi @anna.hughes, thank you so much for this detailed explanation – incredibly helpful!
There are definitely a few things here I hadn’t considered before, like using the built-in Accessibility Checker in Word. I also didn’t know about avoiding fixes directly in Acrobat Pro – that’s a useful heads-up.
I’ll go through the steps you outlined and try to incorporate them into my workflow.
Also, thanks for linking the Microsoft and Adobe guides – bookmarking those now!
If anyone has tips on how to do a quick but effective screen reader test (like a good starting point with NVDA or VoiceOver), I’d be really interested to hear.