{"id":651,"date":"2025-08-21T09:15:58","date_gmt":"2025-08-21T14:15:58","guid":{"rendered":"https:\/\/uwm.edu\/digital-accessibility\/?post_type=documentation_guides&#038;p=651"},"modified":"2025-10-31T12:23:44","modified_gmt":"2025-10-31T17:23:44","slug":"checking-pdfs-for-accessibility","status":"publish","type":"documentation_guides","link":"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-pdfs-for-accessibility\/","title":{"rendered":"Checking PDFs for Accessibility"},"content":{"rendered":"\n<div class=\"uwm-l-row\">\n<div class=\"uwm-l-col\">\n<p>If possible, it is always best to start with an accessible source document (e.g., in Microsoft Word) and export it to an accessible PDF.\u00a0 This way, if the document is edited later, the document\u2019s accessibility features will still be intact. When the document is exported to PDF, the accessibility features will be passed to the PDF.<\/p>\n\n\n\n<p>If the source document exists but has accessibility issues, fix those issues in the source file before exporting the PDF. Addressing accessibility at the source ensures those improvements carry over to the PDF.<\/p>\n\n\n\n<p>If the original source document is not available, accessibility features can be added to the PDF using Adobe Acrobat Pro. Employees will need to have <a href=\"https:\/\/kb.uwm.edu\/uwmhd\/page.php?id=113997\">Acrobat Pro<\/a> installed.<\/p>\n\n\n\n<div class=\"wp-block-yoast-seo-table-of-contents yoast-table-of-contents\"><h2>Table of Contents<\/h2><ul><li><a href=\"#h-checking-pdf-accessibility-yourself\" data-level=\"2\">Checking PDF Accessibility Yourself<\/a><\/li><li><a href=\"#h-using-adobe-acrobat-pro\" data-level=\"2\">Using Adobe Acrobat Pro<\/a><ul><li><a href=\"#h-step-1-does-document-have-text\" data-level=\"3\">Step 1. Does document have text?<\/a><\/li><li><a href=\"#h-step-2-is-document-tagged\" data-level=\"3\">Step 2. Is document tagged?<\/a><\/li><li><a href=\"#h-step-3-check-for-any-lingering-errors\" data-level=\"3\">Step 3. Check for any lingering errors.<\/a><\/li><li><a href=\"#h-walking-the-tag-tree\" data-level=\"3\">&#8216;Walking&#8217; the Tag Tree<\/a><\/li><\/ul><\/li><\/ul><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-checking-pdf-accessibility-yourself\">Checking PDF Accessibility Yourself<\/h2>\n\n\n\n<p>Consult the following checklist to review a PDF for accessibility. To complete each of the items in this checklist, you will need Adobe Acrobat Pro, which is part of the Adobe Creative Cloud suite of software. Adobe Acrobat Pro is only available to employees.<\/p>\n\n\n\n<p>WebAIM\u2019s tutorial on <a href=\"http:\/\/webaim.org\/techniques\/acrobat\/acrobat\" target=\"_blank\" rel=\"noreferrer noopener\">PDF Accessibility<\/a> is an excellent accompaniment to the current checklist.&nbsp;<\/p>\n\n\n\n<div class=\"uwm-p-notice uwm-p-notice--warning\"><i class=\"fa-solid fa-triangle-exclamation fa-fw\"><\/i><div class=\"uwm-p-notice--content\"><div class=\"uwm-p-notice--title\">Note About Modifying PDFs<\/div><div class=\"uwm-p-notice--message\">Modifying PDFs can have unpredictable results. Save often! (Saving multiple versions is recommended.)<\/div><\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-using-adobe-acrobat-pro\">Using Adobe Acrobat Pro<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-1-does-document-have-text\">Step 1. Does document have text?<\/h3>\n\n\n\n<p><strong>How to test:<\/strong> Try selecting text using a mouse, or select all text using Edit &gt; \u201cSelect All\u201d from the Acrobat menu.<\/p>\n\n\n\n<p><strong>If no<\/strong>, this is an image file and is not accessible. Convert to text using View &gt; Tools &gt; \u201cRecognize Text.\u201d<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-2-is-document-tagged\">Step 2. Is document tagged?<\/h3>\n\n\n\n<p><strong>How to test:<\/strong> Go to File Properties (Ctrl+D in Windows, Command+D in Mac). In the bottom left corner of the Document Properties dialog, see the \u201cTagged PDF\u201d field.<\/p>\n\n\n\n<figure><img loading=\"lazy\" decoding=\"async\" width=\"936\" height=\"907\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/image-1.png\" alt=\"The Document Properties dialog in Acrobat Pro\" class=\"wp-image-715\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/image-1.png 936w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/image-1-300x291.png 300w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/image-1-768x744.png 768w\" sizes=\"auto, (max-width: 936px) 100vw, 936px\" \/><\/figure>\n\n\n\n<p><strong>If no<\/strong>, this document needs to be tagged. Tags provide the structure on which accessibility is built. Add tags by selecting View &gt; (All) Tools &gt; (Prepare for) Accessibility &gt; \u201cAdd Tags To Document\u201d or \u201cAutomatically tag PDF.\u201d<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-3-check-for-any-lingering-errors\">Step 3. Check for any lingering errors.<\/h3>\n\n\n\n<p><strong>How to test:<\/strong> Run the accessibility checker that is built into Acrobat Pro.&nbsp; Select:&nbsp; Tools &gt; Accessibility &gt; \u201cFull Check\u201d then read the report and follow the prompts.<\/p>\n\n\n\n<figure><img loading=\"lazy\" decoding=\"async\" width=\"540\" height=\"823\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/image-2.png\" alt=\"The Accessibility Checker results panel in Adobe Acrobat Pro\" class=\"wp-image-716\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/image-2.png 540w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/image-2-197x300.png 197w\" sizes=\"auto, (max-width: 540px) 100vw, 540px\" \/><\/figure>\n\n\n\n<p>The report lists items in various categories such as Document, Page Content, etc. Each item is preceded by an icon indicating that the item either passes, fails, or requires manual inspection. Right-click on any item to see a list of options for fixing the problem or learning more about it.&nbsp;<\/p>\n\n\n\n<p>This is the final step in our checklist, rather than the first step, because some documents generate dozens of errors that can easily be addressed with the first two steps. This way, the accessibility checker will report fewer problems and will be easier to read and work with.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-walking-the-tag-tree\">&#8216;Walking&#8217; the Tag Tree<\/h3>\n\n\n\n<p>To manually inspect the tag tree in Adobe Acrobat Pro, from the View drop-down menu select Show\/Hide &gt; Navigation Panes &gt; Tags. This will display the tags in descending order from top to bottom. Place focus at the top of the tag tree and use the down arrow on your keyboard to inspect the tags to make sure the heading level structure is correct and elements are tagged accurately. For details, see Adobe\u2019s <a href=\"https:\/\/helpx.adobe.com\/acrobat\/using\/reading-pdfs-reflow-accessibility-features.html\" target=\"_blank\" rel=\"noreferrer noopener\">Accessibility Repair Workflow for PDFs using Acrobat DC<\/a>.<\/p>\n\n\n\n<figure><img loading=\"lazy\" decoding=\"async\" width=\"1400\" height=\"907\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/accessibility-tag-tree.jpg\" alt=\"Adobe Acrobat with a PDF open showing the Accessibility Tag Tree.\" class=\"wp-image-1144\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/accessibility-tag-tree.jpg 1400w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/accessibility-tag-tree-300x194.jpg 300w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/accessibility-tag-tree-1024x663.jpg 1024w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/09\/accessibility-tag-tree-768x498.jpg 768w\" sizes=\"auto, (max-width: 1400px) 100vw, 1400px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"uwm-l-col uwm-l-col--4 uwm-l-offset--1\"><div class=\"content_block\" id=\"custom_post_widget-1095\"><nav aria-label=\"Sidebar\" class=\"uwm-p-navigation-list uwm-p-navigation-list--gold-border \"><div class=\"uwm-p-navigation-list--title\"><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/\">Documents &amp; PDFs<\/a><\/div><ul><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/providing-digitally-accessible-documents\/\">Creating Digitally Accessible Documents<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/presentations\/\">Creating Digitally Accessible\u00a0Presentations<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-microsoft-office-for-accessibility\/\">Checking Microsoft Office Documents for Accessibility<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/pdfs-from-microsoft-word\/\">PDFs from Microsoft Word<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/pdfs-from-powerpoint\/\">PDFs from PowerPoint<\/a><\/li><li><a class=\"current\" href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-pdfs-for-accessibility\/\"><span aria-current=\"page\">Checking PDFs for Accessibility<\/span><\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/tagged-pdfs\/\">Tagging PDFs<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/preexisting-conventional-electronic-documents-guidance\/\">Preexisting Conventional Electronic Documents<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/individualized-conventional-electronic-documents-guidance\/\">Individualized Conventional Electronic Documents<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/publishing-pdfs-for-downloading-printing-only-digital-accessibility-requirements\/\">Publishing PDFs for Downloading &#038; Printing Only<\/a><\/li><\/ul><\/nav><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":11,"featured_media":0,"parent":653,"menu_order":6,"template":"","meta":{"footnotes":"","uwm_wg_additional_authors":[]},"tags":[],"documentation_guides_category":[],"class_list":["post-651","documentation_guides","type-documentation_guides","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Checking PDFs for Accessibility - 51ÁÔÆæ Digital Accessibility<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-pdfs-for-accessibility\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Checking PDFs for Accessibility\" \/>\n<meta property=\"og:url\" content=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-pdfs-for-accessibility\/\" \/>\n<meta property=\"og:site_name\" content=\"51ÁÔÆæ Digital Accessibility\" \/>\n<meta property=\"article:modified_time\" content=\"2025-10-31T17:23:44+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/image-1.png\" \/>\n\t<meta property=\"og:image:width\" content=\"936\" \/>\n\t<meta property=\"og:image:height\" content=\"907\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/checking-pdfs-for-accessibility\\\/\",\"url\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/checking-pdfs-for-accessibility\\\/\",\"name\":\"Checking PDFs for Accessibility - 51ÁÔÆæ Digital Accessibility\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/checking-pdfs-for-accessibility\\\/#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/checking-pdfs-for-accessibility\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/wp-content\\\/uploads\\\/sites\\\/706\\\/2025\\\/08\\\/image-1.png\",\"datePublished\":\"2025-08-21T14:15:58+00:00\",\"dateModified\":\"2025-10-31T17:23:44+00:00\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/checking-pdfs-for-accessibility\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/checking-pdfs-for-accessibility\\\/\"]}],\"accessibilityFeature\":[\"tableOfContents\"]},{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/checking-pdfs-for-accessibility\\\/#primaryimage\",\"url\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/wp-content\\\/uploads\\\/sites\\\/706\\\/2025\\\/08\\\/image-1.png\",\"contentUrl\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/wp-content\\\/uploads\\\/sites\\\/706\\\/2025\\\/08\\\/image-1.png\",\"width\":936,\"height\":907,\"caption\":\"The Document Properties dialog in Acrobat Pro\"},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/checking-pdfs-for-accessibility\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Documents &amp; 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