PDFs

When should I use a PDF?

PDF files are sore spots for accessibility—even the US Government advises against using PDF files. PDF files are rarely fully accessible by default, and correcting a PDF to make it accessible can be a time-consuming process.

Our general recommendation is to convert content in PDF files to HTML content on your website whenever possible. This is the most future friendly, robust, and accessible solution.

Knowing this, PDF should be used strictly for documents:

• That are meant to be printed
• Must maintain their layout

A PDF file’s great strength is that it will look the same on any computer and print more or less the same way from any printer. If your document does not meet the above criteria, convert the content from PDF to a page on your website.

Check and fix PDF accessibility errors

If you must use a PDF, be sure to check your PDF for accessibility errors and correct them. It is easiest to correct accessibility errors when starting from the source document. For example, if you wrote a document in Microsoft Word, then converted that document to a PDF, it is best to fix errors in the Word document first, then convert the accessible document to PDF and run Adobe’s checker, as well.

At this time, there are no tools that will correct PDF accessibility errors as a batch process. It is a manual, one-by-one, time intensive process.

LinkedIn Learning, formerly Lynda.com, has created a wonderful video course outlining how to create accessible PDF files. LinkedIn Learning requires a subscription; however, they offer a free one-month trial which is sufficient to complete a five-hour course.