Typically, a PDF should be your last choice for sharing information. Web content is generally more accessible and easier to maintain, so converting PDFs to web content (or even a Google Doc) is a best practice whenever possible.
However, we recognize that some business processes still require PDFs. This guidance is for those times when your content must be a PDF.
What kind of PDF document are you creating?
- A simple, 1-column, read-only document that’s mostly or entirely text? Perfect. You can easily create this as an accessible Google Doc and export it as an accessible PDF.
- A form? Stop. You can not use this method. PDF forms must be professionally remediated to be accessible.
- A complex multi-column report with lots of graphics, images, tables, and/or call out text? Stop. This should be professionally remediated.
Step 1: Create an accessible Google Document
Many of the same accessibility requirements for websites also apply to Google Docs:
- Use meaningful link text– not URLs, or “click here”
- Make sure images have alternative text (“alt text”) that describe the content.
In your Google Doc, be sure to:
- Use Headings in order. Use one Heading 1 for your main document title, Heading 2s for subheadings or section headings, Heading 3s for sub-subheadings, etc. Apply headings using the Style menu (ignore the “title” option). You can change the appearance of your headings if you need to.
- Use list formatting for lists, not dashes.
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Only use tables when absolutely necessary. Keep tables simple– avoid merged cells and empty cells. It’s better to use three simple tables than one large complex table.Tables must have column and row headers tagged to be accessible for blind users. You will use Grackle to do this.
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If your document is 9 pages or longer, you must provide a hyperlinked table of contents (TOC): Insert → Page elements → Table of contents. This feature in Google uses headings to identify sections, but the TOC can be edited to remove sub subheadings, add page numbers, etc.
- To add footnotes, select Insert and then Page elements and then Footnote.
Step 2: Use Grackle to check the accessibility of your Google Document.
Grackle is an add-on tool available through the Extensions menu in Google. (You will only see the Extensions menu if your document is a Google Doc. If you open a Word Doc that’s saved in the Google Workspace, you won’t have access to Extensions– you’ll need to convert it to a Google Doc first.)
Once you install Grackle, you will launch it through the Extensions menu.
Run the accessibility checker and fix issues. Learn more about how to use Grackle. (Note: You can ignore the recommendation, “headers and footers should be used.”)
Step 3: Export your document as a PDF using Grackle
This feature is available through the paid version of Grackle, which Berkeley subscribes to, so you’ll need to be logged in to your bmail account.
As long as your Google Doc is accessible and fairly simple, Grackle will export a tagged, accessible PDF and no remediation will be required. Be sure to use the Grackle tool for your export (do NOT save as a PDF from the Google Doc interface– some tags will be incorrect).
Tip: If you’ll be saving a mix of accessible/remediated PDFs alongside PDFs that are not accessible, consider appending your filenames to help you and your team keep track.
Example: MyDoc2025_a11y.pdf
Otherwise, the only way to tell the difference is to open the PDF with Acrobat Pro (or similar) and check the tags, which requires some knowledge of PDF accessibility and access to the application.