Popular PDF Accessibility Errors and How to Fix Them

Introduction to PDF Accessibility

PDF is a leading and most widely used file format for sharing and distributing documents. However, many PDF documents are not accessible to the differently abled, such as people who have visual impairments, have low vision, blinds, or those who use assistive technologies like screen readers.

Here, you will explore a few of the most common accessibility issues in PDFs and provide tips on how to fix them. By making your PDF documents accessible, you can ensure that maximum users can efficiently access and understand the content, regardless of their abilities.

Reasons why you need PDF Accessibility

PDF Accessibility can help your documents reach a larger audience, ensuring that your content is accessible to all readers no matter their disability or circumstance. There are various reasons why you need to have PDF Accessibility, these are:

PDF Accessibility can help your documents reach a larger audience, ensuring that your content is accessible to all readers, no matter their disability or circumstance.

1. Avoid Litigation-protect, your organization from lawsuits

PDF accessibility can make your documents easier to read and access for people with visual impairments or other disabilities. It also helps ensure that your documents comply with applicable laws and regulations, reducing the risk of costly legal action. Making your documents accessible can benefit everyone, from people with disabilities to those without. It can also enhance the overall user experience for all readers.

2. Meet Government Regulations-avoid substantial financial penalties

The WCAG 2.1 Accessibility Audit standard for accessible digital assets has been adopted by nations like Canada and the US, ensuring inclusivity for people who have disabilities. Websites and digital documents must adhere to regional accessibility standards because they are public accommodations. Failure to comply with ADA and related standards may incur expensive legal fees, fines, and a loss of business.

3. Receive a Tax Credit

Companies that make their websites and digital documents ADA-compliant may be eligible for tax credits of up to 50% of their qualified expenses. It can assist in offsetting the costs of ensuring their websites and documents are accessible. Tax credits are a great incentive for companies to invest in making their websites and documents ADA-compliant. It also makes it more manageable for people with disabilities to access websites and documents and helps to create a more inclusive environment.

Make your website accessible and be compliant with accessibility laws.

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What makes a PDF Inaccessible?

A PDF can be inaccessible for several reasons. One common issue is the lack of alternative text for images, which makes it difficult for people with visual impairment to understand the content. Another problem is the use of non-standard fonts or colors that may not be readable by everyone.

Moreover, if the PDF is not properly tagged, it can make it challenging for screen readers to navigate through the document. Other common accessibility issues and factors that can contribute to inaccessibility include complex layouts, inconsistent formatting, and poor contrast between text and background colors.

It is necessary to follow best practices such as using clear and concise language, providing alternative text for images, and using proper headings and formatting to ensure a PDF is accessible. By taking these steps, companies can help to ensure that their documents are accessible to everyone, regardless of their abilities or disabilities.

7 Accessibility Mistakes and Prevention Measures

Accessibility is a crucial aspect of designing virtual resources like PDFs, websites, applications, etc., that cannot be overlooked. Failing to consider accessibility can lead to various issues for users with disabilities.

Making PDFs accessible for all users, regardless of their abilities can create a more inclusive and user-friendly space for large number of users. Content developers and skilled professionals should be mindful of common mistakes and take steps to prevent them.

Here are seven common accessibility mistakes and prevention measures that can be applied to avoid them.

1. Not Defining PDF’s Language

One of the most prominent accessibility mistake is failing to define PDF documents' language. It can be a major barrier for users who rely upon assistive technologies like screen readers to access content.

To prevent this mistake, content developers should ensure that all PDFs are tagged with the correct language settings. Adobe Acrobat Pro allows users to set a PDF's language, add tags that describe its structure and content, or use our pdf accessibility services to help you set the language.

Defining PDF language is similar to putting a label on a jar to inform the reader of the contents and ingredients. Without the label, the contents of the jar could remain a mystery, leading to confusion and potential danger. Similarly, without the correct language settings on a PDF, users may not be able to access the content, potentially putting them at a disadvantage.

It can be a significant problem, as users might not understand the instructions or information contained in the PDF. Furthermore, if the language settings are incorrect, users may not be able to access the full range of features available on the PDF.

2. Not Providing Alternative Text

Another common mistake that content developers make is failing to provide alternative text for images, videos, and other visual elements. It can be a significant drawback for visual impaired users who are relying on screen readers to access digital content.

To ensure accessibility, developers should include descriptive alternative text that accurately conveys the meaning and purpose of each visual element. This can be done using HTML alt tags or through specialized software like Adobe Photoshop or Illustrator.

Additionally, it's important to avoid using images as the sole means of conveying important information, as this can exclude individuals who are unable to see them. By taking these steps, content developers can ensure that their digital content is accessible to all users, regardless of their abilities or disabilities.

3. Hard Navigation and Consistency

Hard PDF navigation and consistency is an important aspect of creating accessible digital content is ensuring clear and consistent navigation throughout the website or application.

It suggests using headings and subheadings to break up content, providing descriptive links, and avoiding complex or confusing menus. Simple and consistent navigation makes it convinient for screen readers to navigate the page and allows users to find what they want quickly without even searching through a complex layout.

For example, a website should use clear headings such as ‘About Us’, ‘FAQs’ and ‘Contact Us’ to make it more manegable for users with cognitive disabilities to quickly understand the structure and navigation of the page. The text and content should be written in a clear, concise manner to further make the website user-friendly and accessible for all which can be done using our website accessibility services.

4. Creating an Image only PDF

Another major accessibility mistake is creating an image-only PDF. It can be a major barrier for screen reader users or users who use other assistive technologies to access information. To prevent this mistake, content developers should ensure that all text is selectable and searchable within the PDF. They should also provide alternative text descriptions for any images or graphics included in the document.

Another important consideration is color contrast, which can impact readability for users with visual impairments. Content developers should aim for a high level of contrast between text and background colors to ensure maximum legibility. Additionally, they should avoid using complex layouts or designs that may be difficult to navigate for users with cognitive disabilities.

5. Lacking Table of Content and Summary

An essential factor to consider when creating accessible content is including table of contents and summary. These features can greatly benefit users with cognitive disabilities by providing a clear and concise overview of the content, allowing them to navigate and understand the information presented easily.

For example, a company publishing a lengthy employee handbook in PDF format should include a table of contents and summary at the beginning of the document. A table of content would allow employees with cognitive disabilities, as well as those who may not have time to read an entire document, to quickly locate relevant sections of the handbook and understand key points.

Note! Providing alt text descriptions for any images or graphics used in the handbook would ensure that users with visual impairments could access all the important information.

6. Disappearing Content and lengthy PDF

Disappearing content and lengthy PDFs can be a real challenge for users trying to access important information. It is important to provide clear headings and subheadings that allow readers to quickly locate relevant sections of the handbook to make the document more user-friendly.

Moreover, breaking up long paragraphs into shorter, more digestible chunks can help users better understand key points. Providing alternative text descriptions for any images or graphics used in the handbook is also crucial to ensure the visually impaired users can access all the important information.

For example, a law firm might publish a lengthy legal brief in PDF format with complex legal jargon and arguments. Including clear headings, subheadings, concise summaries, and shorter, easy-to-digest paragraphs would benefit users with cognitive disabilities and those without.

Consider offering the document in multiple formats, such as HTML or plain text, to accommodate different user needs and preferences.

7. Using Poor Color Contrast and Text Fonts

One common mistake in document design is using poor color contrast and text fonts. It can make it complicated for readers to distinguish between different elements of the document, leading to eye strain and confusion.

To avoid this issue, it's important to choose colors that provide sufficient contrast and use fonts that are easy to read. Using bullet points and headings can help break large blocks of text and make the document more visually appealing.

It's also necessary to consider the audience and purpose of the document when selecting colors and fonts, as different styles may be more appropriate for different contexts.

By taking these measures, content developers can create a more inclusive and user-friendly space for a large number of users while avoiding common accessibility mistakes.

Read Also: Basics of Color Contrast in Web Accessibility

To Sum Up

In this blog, we have discussed 7 common pdf accessibility mistakes and its preventive measures. These pointers are important for content developers to prioritize accessibility when creating content. By avoiding common accessibility issues such as using too many images or videos without alternative text descriptions, using difficult-to-read fonts and colors, and not breaking up large blocks of text, developers can create a more inclusive and user-friendly space for a larger number of users.

By considering the audience and the document's purpose when selecting fonts and colors and following accessibility guidelines, you can ensure that your documents are easy to read. To make the above process easier, you can also take advantage of our digital accessibility services. Our team of professionals and content developers have a keen eye on complying with the accessibility standards and making your PDF, website, or any digital resource accessible.