The PDF/UA standard (PDF/Universal Accessibility) is an international standard that seeks to ensure that documents in PDF format are accessible to everyone, including all those who have a disability.
Ensuring that your PDFs comply with this standard not only improves the user experience, but also ensures compliance with legal accessibility regulations. Today, at Your Accessible Web we show you everything you need to know to create Accessible PDFs and comply with PDF/UA.
What is PDF/UA and why is it important?
The PDF/UA standard is an international standard (ISO 14289-1) that defines requirements to ensure that PDF documents are fully accessible. This means that:
- People using assistive technologies, such as screen readers, can navigate and understand content.
- Documents are functional for everyone, regardless of physical or technological limitations.
Benefits of complying with PDF/UA:
- Compliance with accessibility laws, such as WCAG 2.1 and local regulations.
- Improvement of the user experience for all audiences.
- Increase in the professionalism and scope of your documents.
How to create an accessible PDF step by step
Below we detail a clear process to ensure the accessibility of your PDF documents:
1. Create a well-structured base document
Before exporting to PDF, make sure the base file (Word, PowerPoint, etc.) is well structured:
- Use heading styles: Apply hierarchical headings (H1, H2, H3).
- Add alternative text to images: Describe the function of each image for users who cannot see it.
- Avoid using text on images: Whenever possible, use real text.
2. Export to PDF correctly
Most modern tools allow exporting to accessible PDF. Make sure:
- Check the “Labels” or “Tags” option when saving as PDF.
- Verify that styles and links are maintained.
3. Add accessibility labels
Tags are essential so that screen readers can interpret the content:
- Document structure: Define titles, lists and tables correctly.
- Reading order: Configures the logical order of the content.
- Table labels: Use clear headings and define relationships in complex tables.
4. Check the contrast and size of the text
- Make sure there is sufficient contrast between the text and the background.
- The minimum recommended size for text is 12 points.
5. Includes descriptive metadata
Provides basic information such as the title of the document, the author, and a brief description.
6. Check and correct problems
To verify the accessibility of your PDF, we recommend using testing tools such as Adobe Acrobat Pro or PAC 3. Additionally, if you have doubts when using this type of software, we recommend contacting experts in the field.
Common mistakes when creating accessible PDFs
Be sure to avoid these common mistakes:
- Lack of tags in the content: This makes it difficult for screen reader users to read.
- Images without alt text: Makes images invisible to visually impaired users.
- Poorly structured tables: Complex tables or tables without clear headers may be inaccessible.
Recommended tools to create and verify accessible PDFs
- Adobe Acrobat Pro: Complete tool for tagging, proofreading and checking accessibility.
- PAC 3: Free and specific to validate PDF/UA standards.
- Microsoft Office: Provides options to prepare accessible documents before exporting.
Conclusion
Ensuring the accessibility of your PDF documents is not only an ethical and legal obligation, but also an opportunity to make your content inclusive and reach a broader audience.
Implementing the PDF/UA standard requires following good practices from the creation of the base document to the final verification, using the appropriate tools. From Your Accessible Web we encourage you to join the change and if you don’t know how, do not hesitate to contact us.
