PDFs

All PDFs that are used to apply for, gain access to, or participate in a UC Berkeley service, program, or activity must meet WCAG 2.1 AA by April 26, 2027. Learn more about the ADA Title II Updates and digital document requirements.

PDFs are notoriously difficult to make accessible.

PDFs are easy to create, but are difficult to make accessible. This is because, for a PDF to meet accessibility requirements, the file must have correct ‘tags’. 

PDF ‘tags’ are backend code in the document, like HTML for a website. These tags build structure to a document. Tags label paragraph text, images, and links, among other types of information. Without these tags, assistive technology can’t determine what is in the file. This leads to users not being able to access information. 

There is no automatic tool that can 100% confirm that a PDF is fully accessible. You will need to complete a manual, human review to make sure:

  • content is tagged correctly,
  • all the information has enough color contrast, and
  • all the content is in the correct reading order. 

Avoid using PDFs whenever possible. In most cases, it will be faster, easier, and cheaper to use another format than it will be to fix an inaccessible PDF.

What are other file format options available?

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Re-create your PDF to web page content.

Consider adding your information directly onto your web page in HTML instead of using a PDF.

This is a good option if:

  • Your document is mostly text.
  • Your document is updated regularly.
  • You expect your users to access your content on their phone.

Learn more about how to re-create your PDF as a web page.

Convert your PDF to an accessible Google Doc. 

Google Docs are much easier to make accessible compared to PDFs.

Important: Using the 'Publish to Web' feature lets you share Google Docs publicly without exposing viewers' identities and personal information, unlike standard Google Docs.

This is a good option if: 

  • Your document is mostly text. 
  • Your document is updated regularly. 
  • Users might want to print your document.  

Learn more about how to convert a PDF into an accessible Google Doc?

Convert your PDF form to a web form. 

PDF forms are very difficult to make accessible on your own.

We recommend converting your PDF form into a web-based form, if possible. Learn more about accessible forms.

How do I make my PDF accessible?

If you must keep your file as a PDF, you will need to make sure it meets WCAG 2.1 AA. 

Export from an accessible source document.

A source document is the original file type your PDF was created in. This could be a Word document, a Google Slide, or an InDesign file, among others. 

  1. Build an accessible source document from another format. Learn more about building accessible source documents in Google Workspace and Microsoft Suite. 
  2. Convert your source document to a PDF. Be careful to convert your file correctly. Do not save to print. This removes all of the hard work you have done to improve the accessibility of your document. If it's a Google Doc, use Grackle to convert it to a PDF.
  3. Run the Accessibility Checker in Adobe Acrobat. More information about the Adobe Accessibility Checker can be found here: Create and verify PDF accessibility (Acrobat Pro)

Note: Accessibility issues may still be present in your file, even if Adobe does not report any accessibility issues. A manual review is required. 

Hire a vendor 

We strongly recommend hiring a PDF remediation vendor for fillable forms or other complex documents. 

The most up-to-date information about PDF remediation vendors can be found on our Accessibility Vendors page. 

Remediate your file 

As a last resort, you will need to remediate your PDF to meet WCAG 2.1 AA. 

These courses will teach you how to remediate most documents: