Job Aids/Quick Guides

Using Guided Actions in Acrobat Pro to Make a PDF Accessible

Acrobat Pro simplifies the process of making PDFs accessible through Guided Actions. This step-by-step guide walks you through preparing the document, fixing issues, and verifying accessibility compliance.

Download guide as a PDF

Jump to: Run Accessibility Check

Step 1: Save a Backup Copy of Your PDF

Before you begin making accessibility fixes, save a backup copy of your PDF. This ensures you have an original version to return to if issues arise during editing.

Open your PDF in Acrobat Pro.
Go to the File menu and select Save As.
Choose a location and rename your file (e.g., DocumentName_Backup.pdf).
Click Save.

Step 2: Open the Guided Actions Tool

With your PDF open, select All Tools from the main menu.
Find and select Use Guided Actions from the "All Tools" menu.

Adobe Acrobat All Tools menu showing the 'Use Guided Actions' option highlighted with a mouse arrow. — Adobe Acrobat All Tools menu highlighting the 'Use Guided Actions' option.

Select Make Accessible under the "Use Guided Actions" section.

Adobe Acrobat Use Guided Actions menu highlighting the 'Make Accessible' option with a tooltip explaining its function. — Adobe Acrobat Use Guided Actions menu highlighting the 'Make Accessible' option.

Step 3: Follow the Guided Actions Workflow

The Guided Actions tool is divided into three parts: Prepare, Set Language & Tags, and Run Accessibility Check. Follow these steps to ensure the PDF is accessible:

1. Prepare

Add Document Description: Provide a title for the PDF to display in the title bar.
Set Open Options: Adjust how the PDF opens, such as full screen or specific page view.
Recognize Text (if scanned): Convert scanned images into readable text.
Detect Form Fields: Identify and tag form fields.
Set Tab Order Property: Ensure logical navigation for assistive technology users.

2. Set Language & Tags

Set Reading Language: Define the document's primary language for screen readers.
Autotag Document: Automatically tag content for screen reader interpretation.
Set Alternate Text: Add descriptions for images or graphics.

3. Run Accessibility Check

Click Run Accessibility Full Check to generate a report of accessibility issues.

Adobe Acrobat Guided Actions menu highlighting the 'Run Accessibility Full Check' option. — Adobe Acrobat Guided Actions menu showing the 'Run Accessibility Full Check' option.

Step 4: Review and Fix Accessibility Issues

Once the check is complete, the Accessibility Checker panel appears on the right.

Understanding the Report

Issues are categorized, such as:

Document
Page Content
Forms
Alternate Text
Tables
Lists
Headings

Fixing Issues

Click the small arrow next to each category to expand and view details.
Right-click on bold issues for options like:
- Fix: Automatically resolve the issue if possible.
- Explain: Learn how to fix it manually.
- Check Again: Re-run the check after fixing the issue.
- Show Report: View a detailed summary.

Step 5: Recheck Accessibility

After fixing issues, click Check Again to verify your changes.
Repeat until all critical errors are resolved.

By using Guided Actions and the Accessibility Checker, you can ensure your documents are accessible to all users.

Tips for Success

Save Versions Regularly: Before making significant changes, save new versions of your PDF. This ensures you can always revert to a previous state if needed.
Focus on Bold Issues: Bolded items in the Accessibility Checker require attention. Review them carefully.
Use Manual Checks: Some issues may need your judgment, especially those flagged as Needs Manual Check.
Iterate: Accessibility fixes can be iterative. Fix errors, recheck, and refine as necessary.