The most common mistakes in revising or creating accessible PDF documents

Digital accessibility is a key issue today, and PDF documents are no exception; Ensuring accessible PDF documents is essential to meet inclusion standards and facilitate interaction with information. However, when creating or revising a PDF, it is common to make certain mistakes that limit its readability and usefulness. In this post we will address the most common mistakes in revising or creating a portable document format (portable document format) accessible, focusing on text, images, tables and links.

Errors in the text

One of the most common failures in creating a accessible PDF document is the lack of proper structure in the text. Hierarchical headings (H1, H2, H3, etc.) should be included to organise the information clearly and logically. Subtitles facilitate navigation for people with visual or cognitive disabilities, allowing for a faster and more accurate understanding of the content.

It is also important to use an appropriate paragraph structure, avoiding long sentences or paragraphs. The lack of transitional words that connect ideas and paragraphs in a fluid way does not help the readability of the text either.

Certain terms and expressions, such as “in addition”, “therefore”, “in conclusion”, among others, guide the reader through the content in a logical and coherent manner. The proper use of transition words improves reading fluency and comprehension of an article. Finally, the active voice is preferable to the passive voice, as it is clearer and more direct for the reader.

Errors in the images

Images must also be sufficiently accessible. It is a common mistake to omit alternative text descriptions (alt text) for images. This alternative text provides context and content for people with visual impairments, enabling them to understand the information the image is trying to convey. In addition, concise and descriptive descriptions should be used to ensure full understanding.

Text is often embedded in graphics, which also makes it difficult to access for users who use screen readers. It is preferable to separate the text from the image design and present it in real text format, ensuring that it is clear and legible to all.

Ultimately, clarity in image presentation is essential to ensure that the creation of an accessible PDF document and thus inclusiveness and equality in understanding a document.

Errors in the tables

Tables are valuable for organising information in a structured way; however, it is common to create tables without a logical layout or appropriate headings. Each chart should have clear and descriptive subheadings that explain the content of each column and row. This achieves digital accessibility for all users, so that people using screen readers can understand the information presented in the table.

Another common mistake is to combine cells without a clear purpose or without following a logical and understandable organisation, which can make it very difficult to interpret the table. When creating a accessible PDF document merged cells should be used strategically and only when necessary to improve the readability and comprehensibility of the document. In other words, the boxes should follow a clear and consistent pattern to avoid confusion.

Errors in the links

Links are essential elements in a text, but they can become obstacles if they are not handled properly. For example, using generic or non-descriptive text for links makes it difficult for users to understand where the link will take them. You should use clear and descriptive link text (anchor text) that informs about the destination of the link.

It should also be clearly indicated whether a link will open a new content or page. Users need to know whether the link will open a new window or tab so that they can manage their browsing experience appropriately.

By avoiding these mistakes and applying good link management practices, we can improve the accessibility of texts in such a format and ensure a more efficient and satisfactory user experience. Appropriate use of link text and indication of opening in a new window are key aspects to optimise navigation and facilitate understanding of information, thus contributing to an inclusive experience for all users.

Links to additional resources

For more information on creating accessible PDF documents and how to improve their comprehension for all users, we recommend the following resources:

1. Creating accessible PDF documents in Adobe Acrobat: Adobe Acrobat is a widely used tool for creating and editing documents. We suggest this guide to understand how to use Adobe Acrobat accessibility features and ensure that documents are inclusive and readable for all users.
2. Passion Accessibility Consulting: Want to make sure your website or product offers the best possible user experience? Our accessibility consulting will help you identify areas of improvement and increase the usability and accessibility of your platform.
3. Accessibility features in PDF files: Adobe, as a leader in PDF creation software, offers detailed information about the accessibility features available in its tools. This resource allows you to explore specific capabilities in PDF files and how to implement them correctly in your documents.
4. Pasiona Accessibility Ebook: Download our ebook, which presents the 10 essential actions to improve the accessibility and usability of your website. Commit to making a difference in the way your company connects with the world and offers an inclusive experience for all.

The digital accessibility is a key aspect of online content design and development. Ensuring accessible PDF documents and that are understandable to all users, promotes inclusion and equal access to information. If we apply good practices, we are moving in the right direction towards a clearer and more inclusive web. The key is to provide information in a clear, organised and easily understandable manner for all users, regardless of their capabilities and assistive technologies used. By doing so we contribute to an environment online in which all individuals can fully access, understand and benefit from the information available.