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Are Your PDFs Accessible?

2/4/2023

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Accessibility resources icon
​There’s an old adage that “a picture is worth a thousand words.” Well, that isn’t true is you can’t see the picture! Which brings me to the inspiration for this blog post, and for a series of videos that I just put together. I am working with a client that has a number of PDF versions of mock WHMIS information sheets (Canadian Council for Occupational Health and Safety, n.d.) that they want to make available as downloads to accompany a new series of workplace safety online training modules. The problem is, those PDFs are all image-only files. They reminded me of the photocopies and scans of course readings, like the one pictured below, that I used to find on reserve in the university library, or uploaded into online courses that I was a student in. 

An example of a scanned, image-only document, which cannot be accessed using a screen reader application.
​The problem with these image-only readings is that they are not machine-readable. They contain no text that a screen reader application could read aloud to students who have visual impairments. Thus, they are only as good as their ALT text – and you certainly cannot (or at least you should not) recreate all of the text embedded in the images in their ALT tags! If you did, you are probably only going to make things worse from a Digital Accessibility standpoint:
  • The effort of recreating the text could be put to better use recreating the actual document in a machine-readable format.
  • If you manage to convert the image-only PDF to one that is machine-readable, then a screen reader will just end up reading out the same text twice!
​Luckily, there are ways to determine if a PDF you want to share with your students is machine-readable (and, at least somewhat accessible). In the following video, I demonstrate how to do this using both Adobe Acrobat Reader (2023b) (free!) and Acrobat Pro (2023a) (paid). 
Do NOT share image-only PDFs with your students!
If you do not have Acrobat Pro, or if you are not yet comfortable editing PDFs in Acrobat Pro, the absolute easiest test to determine if your PDF is safe to share with your students is to try to copy-and-paste some of the text. If you can’t highlight the text to copy it, then a screen reader cannot read it. Don’t share it!
So, how do you create your own PDFs that you know will be (at least somewhat) accessible, and okay to share with your students? In the following video, I demonstrate how to use Microsoft (2022) Word to do just that be preformatting the required heading, paragraph, and image (ALT) tags before you export it to PDF.
Helpy icon: here to help you fix the problem!
​Okay, but what if you have one of those image-only PDFs and you want to make it accessible for all of your students? To do that, you will need an actual PDF editor like Acrobat Pro, which has a number of built-in features such as optical character recognition (OCR) and a suite of Accessibility Tools (Adobe, 2023c, d). Watch the following video for a demonstration of how I use Adobe Acrobat Pro DC to edit an image-only PDF, convert it to one that can be read by a screen reader application, properly tag the text and images, and set the reading order (the order in which a screen reader will read the page contents out load to your students).

​Additional Resources

  • Check out the Creating Accessible PDFs section in Adobe’s (2023c) Help documents for even more tricks and tips on how to make sure the PDFs you share with your students meet all local and WCAG 2.1 (or beyond!) digital accessibility standards.
  • Check out TPGI’s free Color Contrast Analyzer Tool, which I use to check the contrast ratio between the text and background elements of my PDFs and other digital learning resources.
  • Check out my previous blog post, Helping Everyone Access Your Online Learning Resources (Power, 2020, February 13) and my video Two Basic Steps to Make Your Documents Digitally Accessible (Power, 2020, February 12) for more tips and tricks on creating accessible learning resources.

References

Adobe (2023a). Adobe Acrobat Pro. https://www.adobe.com/ca/acrobat/acrobat-pro.html

Adobe (2023b). Adobe Acrobat Reader. https://www.adobe.com/ca/acrobat/pdf-reader.html

Adobe (2023c). Creating accessible PDFs. https://helpx.adobe.com/ca/acrobat/using/creating-accessible-pdfs.html

Adobe (2023d). How to customize your toolbar. https://helpx.adobe.com/ca/acrobat/how-to/customize-toolbar.html

Canadian Council for Occupational Health and Safety (n.d.). WHMIS.org: Canada's Workplace Safety Portal. https://whmis.org/​

Microsoft (2022). Word. https://www.microsoft.com/en-us/microsoft-365/word

Power, R. (2020, February 12). Two Basic Steps to Make Your Documents Digitally Accessible. [video]. https://youtu.be/AKzuXghQFnc

Power, R. (2020, February 13). Helping Everyone Access Your Online Learning Resources. [Web log post]. Power Learning Solutions. https://www.powerlearningsolutions.com/blog/helping-everyone-access-your-online-learning-resources

Power, R. (2023, February 2, a). Are Your PDFs Accessible? [video]. https://youtu.be/frOYI-y-XfE

Power, R. (2023, February 2, b). Creating Accessible PDFs. [YouTube playlist]. https://youtube.com/playlist?list=PLIJ8QfsveW2Y5rFnTVytRkyVc46N3WXVI

Power, R. (2023, February 3). Fixing PDF Accessibility. [video]. https://youtu.be/33h70ytABkc

Power, R. (2023, February 2, c). Properly Exporting PDFs. [video]. https://youtu.be/F_QAGsHQ-FE

TPGI (2023). Colour Contrast Analyzer (CCA). [Web page]. https://www.tpgi.com/color-contrast-checker/
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    Power Learning Solutions: The Power to Access the World

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    Rob Power, EdD, is an Assistant Professor of Education, an instructional developer, and educational technology, mLearning, and open, blended, and distributed learning specialist.
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  • Home
  • About
    • About Us
    • Client Services
    • About Rob Power >
      • Meet Rob Power
      • CV
      • Leadership and Project Management
      • Research Background
      • Teaching and Instructional Design
      • Other Credentials
      • Artist Gallery
    • In the News
    • Social Media >
      • LinkedIn
      • Twitter
      • YouTube
    • Contact Us
  • Publications
    • Academic Publications
    • Blog
    • Books >
      • Blended Langauge Learning: Evidence-Based Trends and Applications
      • eLearning Essentials 2020
      • Everyday ID
      • Handbook of Mobile Teaching and Learning (2nd Edition)
      • IAmLearning
      • ID and Tech for Rapid Change
      • ID and Tech Vol 2
      • Mobile and ubiquitous learning: An international handbook
      • Operating System Fundamentals
      • Seamless Learning in Higher Education
      • Seamless Learning in Higher Educaton vol 2
      • Technology and the Curriculum: Summer 2018
      • Technology and the Curriculum: Summer 2019
      • Technology and the Curriculum: Summer 2022
      • Thriving Online: A Guide for Busy Educators
      • Fiction
    • Conference Presentations
    • Power Learning Daily News
  • Courses
    • Higher Education
    • K12
    • Open Courses
    • Professional Development
    • Digital Accessibility Webinar
  • Resources
    • Augmented Reality
    • BOPPPS-IT 2.0
    • CNIE
    • CSAM
    • Digital Accessibility
    • IAmLearn
    • IABL
    • ID Resources
    • Interactive RLOs
    • mLearn Conference Series
    • mLearn 2013
    • mLearning Vodcasts
    • mTSES
    • PETL
    • Videos
    • WebQuests