Create Accessible WORD or PDF documents

Create Accessible WORD or PDF documents

It is recommended to convert all documents uploaded to the website to PDF format. Foxbright will provide a link on all pages to download the PDF viewer. When using other formats such as Excel, Word, PPT, etc., a link to download the appropriate viewer should be made available on the page.

Tips for creating accessible PDFs in Word or other programs

These tips are useful regardless of the program used to create PDFs. Some of the processes may vary. 
  1. Use Headings in the document so that it is properly tagged for a screen reader.
  2. Add Alternative Text for any images in the document.
  3. Add a Title to the Document. Select "File" and under "Properties" there will be a "Title" field to add an appropriate title for the document.
  4. Microsoft Word has a built in accessibility checker that can be used before saving as a PDF.  Select "File" and select the "Check for Issues" button next to Inspect Document. From the list select "Check Accessibility". 

To learn more about creating accessible Word and PDF documents visit Section 508: Create Accessible Documents. 

Changing the title of an existing PDF

One of the most common ADA compliance errors is a missing or improper title for a PDF. Prior to exporting a PDF from a word-processor, a title can typically be added in the file properties. The properties of an exported PDF are locked down for editing unless a version of Acrobat Pro is available. Fortunately, there is a workaround!

The filename, IE filename.pdf, is not the same as the title of a file. A common error is having the filename be the same as the title. titles should not include extensions such as .pdf

Title settings can't be edited for an exported PDF unless a user has Acrobat Pro, however, by viewing a PDF on a computer, the file can be re-exported by 'printing' the file. This process may vary slightly depending on a computer's OS.

  1. Open a PDF file on the computer, typically by double-clicking the file.
  2. Go to File>Print
  3. There should be a drop-down or other selector where the destination/format of the printed file can be sent. Choose the Save as PDF option.
  4. A file properties window should pop-up or become available, where the title of the file can be updated.

  5. Save the file to create a new version of the PDF with the updated title.
  6. Replace the original file with the updated version.

While a new title won't solve all ADA issues with files, hopefully this work-around is helpful for those with files being flagged with an empty title error.

Free PDF Accessibility Checker

The freeware PDF Accessibility Checker (PAC) provides a fast way to test the accessibility of PDF files. Please note that this is a 3rd party tool and is not supported or guaranteed by Foxbright. 


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