DOJ Title II of the Americans with Disabilities Act (ADA) standards require all uploaded documents to be fully accessible. Follow this workflow to ensure your PDFs can be read by everyone.
The Four Requirements of Accessibility
Every document must meet these four requirements before export. These are the foundations of "Searchable Text" and "Logical Structure."
| Action Item | Requirement | Why It Matters |
|---|---|---|
| Proper Headings | Use Styles (H1-H6). Never manually bold or enlarge text. | Allows screen readers to "jump" to specific sections. |
| Descriptive Links | Avoid "Click Here." Use "View the [Name of Program] PDF." | Contextualizes where the user is going before they click. |
| Alt Text | Briefly describe every informative image. Mark logos as "decorative" if needed. | Provides a mental picture for users with visual impairments. |
| Color Contrast | Ensure a 4.5:1 ratio (Black text on Garnet is NOT compliant). | Ensures readability for users with low vision or color blindness. |
Workflow 1: Microsoft Word
Microsoft Word is the preferred tool for text-heavy documents. It generates the cleanest "Tag Tree" for screen readers.
- The Review Tab: Always click Review > Check Accessibility. Fix every error in the sidebar before saving.
- Table Headers: If using tables, select the top row and check Table Design > Header Row. This ensures the table can be read logically.
- Exporting: Go to File > Save As > PDF. Click Options and ensure "Document structure tags for accessibility" is checked.
Workflow 2: Canva for Visual Documents
Canva is powerful but requires manual intervention to ensure the "layer stack" and "text semantics" match the "reading order."
Critical Design & Export Settings
Exporting incorrectly is the #1 reason documents are inaccessible. Follow the Canva PDF Guide:
- Assign Text Semantics: Select a text box, click Position, then Advanced (or use the text style menu) to assign Heading tags (H1, H2, H3) or Body text. Do not just use font size to indicate a new section.
- Reading Order: Open the Position > Layers panel. Screen readers read from the bottom layer to the top layer. Re-order them so the flow matches the visual layout.
- Standard PDF: Choose Download > PDF Standard (NOT PDF Print, which defaults to flattening).
- DO NOT Flatten: Ensure "Flatten PDF" is UNCHECKED. Flattening kills all screen reader compatibility.
- Tags On: Toggle "Accessibility (tags for screen readers)" to ON during export.
Final Polish: Adobe Acrobat Pro
Note: Adobe Reader (free) is for viewing only. You must use Adobe Acrobat Pro to fix accessibility issues.
1. Setting the Title
Go to File > Properties > Description. Set a clear Title. This is the first thing a screen reader announces when the file opens.
2. Reading Order Tool
If the document is reading out of order, use the Reading Order tool to draw boxes around content and re-tag it as "Heading" or "Text."
3. The Full Check
Use Tools > Accessibility > Accessibility Check. This will generate a report on the left panel flagging missing titles, tags, or contrast issues.
4. Manual Review
Manually review the document to ensure all content is properly tagged, the reading order is logical, and that there are no accessibility issues missed by the automated check.