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Accessible PDF checklist

Published on: 06/08/2024 · Last updated on: 06/07/2026

Pick an appropriate format

Why? Some students may prefer PDFs, but PDF is not usually the most accessible or flexible format for digital content. Formats such as Moodle Pages, Moodle Books, Word documents and PowerPoint files are often easier to access, customise and use with assistive technologies.

PDFs can be made more accessible, but doing so requires additional care and specialist accessibility features. Even when accessibility best practice is followed, PDFs can still create barriers for some users.

Common challenges include:

  • Some assistive technologies work less effectively with PDFs than with web-based or editable formats.
  • Text may not reflow properly when users zoom in or view content on smaller screens.
  • PDFs are designed to preserve layout, making it harder for users to customise text size, spacing, colours, or reading views.
  • Accessibility features such as document tagging require appropriate software and knowledge to implement correctly.

See PDFs and accessibility: Exploring the accessibility challenges which gives an excellent explanation and resources for creating and working with PDFs for Higher Education institutions.

  • Share an accessible source format, such as a Moodle Page, Moodle Book, Word document or PowerPoint file.
  • Consider providing a PDF as an additional alternative format for learner who prefer it. If you are expecting your content to be printed or the formatting is essential to the content, then PDF may be an appropriate alongside an accessible version.
  • If you create a PDF, export it from software that supports accessibility tags, such as Microsoft Word or PowerPoint.

Important: Microsoft equation warning. If your document contains equations created in Microsoft Word or PowerPoint, you must share the original Word or PowerPoint file. Equations created with Microsoft 365 tools lose their accessibility information when exported to PDF.

LaTeX users: Most LaTeX workflows do not yet produce a fully accessible PDF. While LaTeX tagging support is developing, assistive technology support is still limited. We recommend that you read the What works for STEM content?

Use a descriptive file name and title

Why? This helps individuals understand what the document topic is.

  • Make sure the file has a unique, descriptive file name and title.

Use structured headings and layouts

Why? Assistive technology relies on headings to navigate information. Use heading ‘styles’ as opposed to paragraph text made large.

  • Use built‑in heading styles to structure content. Never manually format text to create headings.
  • In PowerPoint, use built‑in slide layouts. If you Insert other images or boxes, make sure to manually set the reading order.

See Structuring Accessible Content

Use readable text

Why? Text should be large to support viewing on a projector and print accessibility. Sans Serif fonts such as Arial and Calibri are more accessible than serif fonts such as Times New Roman. Serif fonts have ‘feet’ on the end of each letter which can make them less accessible to readers.

An image demonstrating the difference between serif fonts and sans serif font
  • Use at least 12pt font size for main body text
  • Use sans-serif fonts (e.g. Arial, Calibri)
  • Avoid dense blocks of text by using paragraphs and bullet points.
  • An added benefit of using large text size is that it limits overly dense information slides, which can be hard to process in a lecture environment.

Important: Also check that any essential text found in images or figures is large enough to be read.

Check the use of colour

Why? Slides that have a strong contrast between text and background help everyone view slides in different light conditions (e.g. bright rooms and with glare) and are more accessible for learners with low vision or colour blindness.

Read the Accessible Colour and Contrast for full details.

  • Keep colour contrast high between the text and background.
  • Manually check any items if you’re using any partly transparent text/lines on a background with WebAIM: Contrast Checker.
  • Do not rely on colour alone to convey meaning

Good practice tip: on the font colour selection toggle High Contrast only to display text that will work well with your background.

Write alt text

Why? Alt text should briefly describe the image, its intent, and what is important about the image for someone who can’t perceive it.

  • Add alt text to images, grouped images, SmartArt, shapes, charts, and embedded videos.
  • Follow the Writing alt-text guidance for more details

Provide alternative formats for audio visual content

Why? Video and audio content may not always be accessible, and captions or transcripts provide a way for everyone to understand the material.

For any audio visual content linked in the PDF, make sure there is an alternative format.

  • Provide captions for all video content.
  • Provide transcripts for audio content
  • Consider audio description where visual detail is important

Important: If you’re exporting a PowerPoint file to PDF, remember that any embedded media (videos, audio and GIFS) will not be playable in the PDF output. Share the original PowerPoint file or make sure a links to the resources are available.

Why? Creating descriptive and meaningful links helps all users understand where a link goes before they click it. This is especially important for screen reader users, as well as dyslexic and neurodivergent students.

Set headers for tables

Why? This lets assistive technologies read the content letting users to understand the table.

Complete a final accessibility check

Use the built-in Accessibility Checker and make any additional checks before sharing your slides. Where possible, test with a screen reader

Important: The Microsoft Accessibility Checker will miss some issues and also sometimes report false positives. It is always important to follow best accessibility practices and checks to minimise issues.

Export a tagged PDF

Why? Tags are essential for assistive technology such as screen readers and braille displays.

  • Use ‘Save As’ PDF and enable tags for accessibility in the settings.
  • Never use the ‘Print to PDF’ option.

Good practice tip: Use the Converting Word Documents into Accessible PDFs. Additionally Microsoft support article Create accessible PDFs is a useful resource.

Share the content via an alternate format

Why? Even accessible PDFs can present accessibility and usability challenges.

  • Provide an alternative format such as a Word Document, PowerPoint file, Moodle Page or Moodle Book alongside your accessible PDF.

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