Web Publishing Guide: PDF Accessibility Guide

Before you Make a PDF

• Webpages are preferred over PDFs because webpages are generally easier to make accessible. Always choose a webpage if you have the choice. Convert your existing PDFs into webpages when possible.
• Do not post PDFs on websites or social media.
• Digital Flyers are not allowed on any A&M System websites. They will be removed without notice. Content owners are responsible for fixing any resulting issues (e.g., broken links). Physical, printed materials are allowed. A plain text version must be posted online to meet accessibility requirements.

Accessible PDF Checklist

Alternative Text

Alternative Text (or Alt Text) is needed for all non-decorative multimedia, including images, social media posts, graphs, charts, flyers, banners and infographics. Screen readers (a type of assistive technology) help individuals with limited or no vision understand what the multimedia is by reading the alt text out loud. Adobe Acrobat provides a simple way to provide alt text for multimedia.

Color Contrast

The color of text and other meaningful information needs to be distinct from the background color. Yellow text on a white background, for example, is extremely difficult to read. The higher the color contrast, the better. Use WebAIM's Color Contrast Checker to check the contrast between two colors.

Using Color to Emphasize

Using color alone to differentiate important information or instructions in your document is not a reliable method for all users. For example, if your document says:

• “Faculty complete the sections outlined in blue. Students complete the sections outlined in red.”

Screen readers and assistive technology do not identify which sections are blue or red. Use text-based instructions instead.

Headings

Each PDF should have a proper heading structure. This means ensuring headings are structured logically (H2 comes after H1, H3 comes after H2, etc.). Headings should not be used for decorative purposes only.

Links

Links should describe their destination and/or purpose. Do not repeat information in text or link. For example, do not insert links like “read more” or “click here.” Never underline text unless it is a link.

Lists

Use ordered lists (e.g., numbered lists) when items need to be in a specific order (such as step-by-step instructions). Use unordered lists (like bullets) when the sequence matters less (for example, lists of people). Lists organize your content, both visually and practically. It also helps assistive technology navigate your PDF.

Plain Language

Write in a way that is clear and easy to understand. Organize content for easy scanning and understanding. Your writing should match Federal Plain Language Guidelines.

Additional Resources

Watch Texas A&M University’s video on creating accessible PDFs (or download the transcript). This video goes over how to improve the accessibility and usability of emails in Microsoft Outlook.