PDF accessibility best practices

What is a PDF?

First released in 1993, Adobe’s “Portable Document Format” (PDF) addressed the problem of sharing documents across computers and different operating systems. PDF is a file format that captures a printed document as an image that you can view, navigate, print, or share.  Acrobat’s free PDF Reader, as well as some web browsers and other programs, can be used by anyone on any computer or device to view a document in exactly the same way. Because they are also smaller file sizes, PDF documents are easy to distribute, and PDF has become a standard method for managing and sharing electronic documents. 

As a result of trying to ensure the smallest filesize possible, the code of the PDF document will optimize for printers and what looks like words, sentences and paragraphs on screen will behind the scenes be completely jumbled and unintelligible to any machine-readable application (Google or screen readers) unless someone intentionally identifies extra information about the reading order of a document after it is created.

PDF files are primarily meant for viewing, not editing. The point of a PDF is to preserve document formatting, which makes them more shareable and helps them to look the same on any device. Editing or extracting information from the PDF can be limited by design. 

When to use a PDF? 

If your PDF can be made into a web page or form, do it. This helps with accessibility, SEO and makes things responsive on a mobile phone. In instances where your content mandates being printed, if it needs to be submitted and it can't be done digitally (forms.wayne.edu), or when the content is lengthy and would be unmanageable to convert to web pages.

Naming files

• Standardize your file format and don't use any spaces in the filename.
• Use the title of your document or 2-3 keywords for the filename. The filename should convey the purpose of the pdf.
  Ex: i-20-application.pdf
  request-for-approval-additional-service-assignment.pdf
  graduate-assistant-leaves-of-absence.pdf 
• Avoid using dates or version control numbers within your filenames.
• When you use dates or version control numbers within your final published filenames, you will invariably need to change your filenames when those documents are updated on your website. This creates a problem when other sites or pages have links to this file, or when visitors have bookmarked this file. Viewers will either experience a broken link or will be directed to the older version of the file
• The exception to this rule is when you have historic content that is meant to be a snapshot at a specific date. Example of downloadable reports that cannot be converted to web pages, “printable-report-march-2020.pdf”

Linking to PDFs

• Most new sites will identify a link to a PDF automatically, “Download report (pdf)” to signal to the end-user what type of file they are about to optn before clicking on the link
• If your website does not do this automatically, it is preferred to add “(pdf)”, or any other document that isn’t a web page, to the end of the link label (within the link) so it is visible and can be read to someone using the site
• This practice ensures the user can make a decision about how to interact with the link. They may immediate right click and decide to “Save file”, they may wait until later to open the link because they know it takes a long time to open their default PDF viewer or any other circumstance
• It is bad practice to force a user to open a file in a new window, always keep the link opening in the current window, the user will decide if they want to open an item in a new window/tab/etc based on their preferences and device. The experience of opening a tab/window on a desktop computer is completely different than the experience on a mobile device which may open a window up as a completely separate app, breaking the “Back” button and making it difficult for the user to get back to your web page.
• It is important to remember a PDF is not a Web document and although a number of browser do have built-in basic PDF viewers, the user is in control of how they consume PDFs and it isn’t something you can control. Giving them a heads up and control of their experience will ensure they are not caught off guard and potentially leave your site.

Resources

• Virtual accessibility training
• Creating accessible PDFs from Microsoft Word
• Web content best practices

Upcoming trainings

Creating accessible PDFs - morning session

March 4, 2021
9:00am - 11:00am 

Creating accessible PDFs takes time and patience. These 30-minute, one-on-one consultations are designed to give you a second set of eyes, provide any feedback and insight you may need and to answer any questions you may have.

The Web Accessibility Coordinator will reach out to you with a Zoom link for the session and the consultation time assigned during the event block of time. 

Creating accessible PDFs - afternoon session

March 16, 2021
1:30pm - 3:30pm

Creating accessible PDFs takes time and patience. These 30-minute, one-on-one consultations are designed to give you a second set of eyes, provide any feedback and insight you may need and to answer any questions you may have.

The Web Accessibility Coordinator will reach out to you with a Zoom link for the session and the consultation time assigned during the event block of time. 

Looking for feedback

Not seeing something you’re interested in learning or accomplishing? Reply to this email with your questions or suggestions and we’ll be happy to answer or create new material to help accomplish your goals.