Digital accessibility is more than a compliance requirement—it's a commitment to ensuring that every member of our community can fully engage with digital content. Accessible PDFs support screen reader navigation, reduce cognitive load, and ensure that information is clear and usable for everyone.

Poorly formatted documents—such as those with missing tags, low color contrast, or scanned images without text recognition—can create barriers. Well-structured PDFs, on the other hand, use headings, lists, tables, and descriptive links to make content easier to navigate and understand. By adopting universal design practices, we not only meet legal standards but create a more inclusive learning and working environment. 

Whether you're preparing a syllabus, sharing research, or distributing forms, small changes can make a big difference. This practice enhances the learning experience for all learners and supports UMBC's mission of inclusive excellence (UMBC's mission of inclusive excellence).

Here are some key takeaways for remediating or creating accessible PDFs, organized into practical steps you can apply right away.

PDF Tools and Techniques

The following strategies are useful for identifying and fixing accessibility issues:

• Adobe Acrobat Accessibility Checker: Scan documents for missing tags, unlabeled form fields, or reading order problems.

• Tagging and Structure: Apply proper heading levels, alt text for images, and logical reading order to support screen readers.

• Conversion Options: Export PDFs to Word or PowerPoint for easier editing, or scan and get text from an image with OCR (Optical Character Recognition) to make scanned documents searchable.

• Color Contrast Checkers: Ensure text and graphics meet WCAG 2 standards checklist for readability.

Tips for Everyday Use

• Test your PDF: If you can select text, it's searchable; if not, use OCR.

• Start with accessible files: Use built-in templates in Word, PowerPoint, or Excel to create your document before exporting it to PDF. (Note: select the accessibility-friendly PDF preset when exporting the file)

• Write meaningful alt text: Keep it concise and focused on the purpose of the image.

• Simplify tables: Avoid merged or blank cells and fill in empty spaces with placeholders like 'N/A,' and keep the overall structure easy to follow.

Building a Culture of Access

Digital Accessibility is a shared responsibility. By making small, intentional choices— using descriptive links instead of "Click here" or ensuring high-contrast text—we can create digital content that works for everyone. These practices not only help individuals with disabilities but also improve usability for all readers, including those accessing content on mobile devices or in low-bandwidth environments.

Next Steps

UMBC offers ongoing training and resources to support digital accessibility. Upcoming sessions will cover accessible feedback, videos, images, and more. Faculty, staff, and students are encouraged to explore these opportunities and integrate accessibility into their daily workflows.

Ready to take the first step? Visit UMBC's Digital Accessibility site or run an Ally course report today. Support is also available from Student Disability Services and Instructional Technology.

Resources:

• Adobe Creative Cloud Installation

• PDF extension for Chrome and Edge | Adobe Acrobat 

• Creative Cloud Support

• Creating PDFs from LaTeX 

• Google Workspace Updates: New LaTeX features in the Gemini app 

• Digital Accessibility Guidelines Checklist

• Video Recordings (UMBC Login required):

• PDFs That Work: Remediation Tools and Techniques (09.11.2025)

• Practice & Share: Learn How to Remediate or Create Accessible PDFs for All Audiences (11.11.2025)

Creating digital content that works for everyone isn't just a best practice—it's a responsibility. Whether building a syllabus in Google Docs or Microsoft Word, a presentation in PowerPoint, or a budget in Excel, following Universal Design for Learning (UDL) guidelines ensures your work is clear and accessible to all users, including those with disabilities. This practice enhances the learning experience for all learners (UMBC's mission of inclusive excellence).

Apply these five guidelines consistently not only to meet accessibility standards, but to improve content clarity and perception for all users.

1. Leverage Built-In Templates, Style Guides

Templates and style tools are designed with accessibility in mind, ensuring consistent structure, proper reading order, and compliant color contrast.

• In Google Docs/Slides and MS Word/PowerPoint, use built‑in heading styles (Heading 1, Heading 2, etc.) instead of manually formatting text.
• Choose official templates that already meet accessibility standards (e.g., WCAG, Section 508).
• In Excel or Google Sheets, use "Format as Table" to define headers and structure data.

Pro tip: Do not skip heading levels—this ensures that screen readers navigate content logically.

2. Simplify and Clarify Language

Plain, well‑organized language reduces cognitive load and improves comprehension.

• Organize ideas in a logical order: introduce, explain, summarize.
• Use active voice and avoid jargon or unexplained acronyms.
• In slides, focus on one idea per slide and use bullet points instead of dense paragraphs.
• Provide clear, direct instructions when assigning tasks or giving direction.

Pro tip: White space is your friend! Don't overcrowd slides or documents.

3. Explain Visuals with Meaningful Alt Text

Alt text allows people using screen readers to understand the purpose of images, charts, and graphics.

• Describe the essential information the image conveys, not just what it looks like.
• Keep it concise—1 or 2 sentences is ideal.
• Avoid phrases such as "image of" or "graphic of" as screen readers already announce the presence and type of the image.
• Mark only images which are decorative so they will be skipped by assistive technology.

Pro tip: Focus on the purpose of the image. What would someone need to understand if they cannot see it?

4. Enhance Perception with Accessible Fonts & Colors

Readability depends on font choice, text size, and color contrast—especially for users with low vision or color blindness.

• Use sans serif fonts for clarity (e.g., Arial, Calibri, Open Sans).
• Avoid all caps, italics, and unneeded underlining (except for links).
• Ensure high color contrast (e.g., dark colors on a light background).
• Do not rely on color alone to convey meaning; use labels or patterns.

Pro tip: Use WebAIM Contrast Checker to verify your color choices.

5. Structure Information in Accessible Tables

Screen readers rely on table headers and logical structure to interpret data.

• Use simple tables—no merged, split, or nested cells.
• Always include a header row and designate it as such.
• Avoid blank cells-- these can confuse navigation for screen readers.
• Confirm that tables are responsive and readable on smaller screens.

Pro tip: In Excel or Google Sheets, name your worksheets clearly so users know what each tab contains.

Bonus: Use Built‑In Accessibility Checkers

Microsoft Office tools have accessibility checkers that flag issues such as missing alt text, poor contrast, or incorrect heading order. Make it a habit to run these before sharing your content.

Ready to take the first step? Visit UMBC's Digital Accessibility site or run an Ally course report today. Support is also available from Student Disability Services and Instructional Technology.

Resources:

• Digital Accessibility Guidelines Checklist
• Video Recordings (UMBC Login required):
• Create Accessible Content with Google Office Tools (08.18.2025)
• Create Accessible Content with Microsoft Office Tools (08.21.2025)
• Upcoming Event: Practice & Share: Accessible Content with Microsoft Office Tools (10.07.2025)