Improving the Accessibility of PDF Files

Accessibility |

PDFs can be created in many ways: exporting, converting, “Save As”, scanning, “Print to PDF”, and even created intentionally through software like Adobe Acrobat. Due to the wide range of origin points for PDFs, the accessibility issues that arise can be incredibly complex, so much so that they are not a recommended file type in most cases. 

Information Technology (IT) generally does not advise using PDFs whenever possible. They are one of the least accessible file formats and usually require extensive remediation to become compatible with assistive technology like screen readers. Therefore, PDFs should only be used when there is a clear pedagogical need for the file format. IT recommends sharing documents in their original file format.

Let’s investigate some common myths and misunderstandings that surround PDFs. Many of these misunderstandings cause challenges for any kind of user, not limited to assistive technology users. 

PDF Myths

Myth #1: PDF content is unchangeable and protected.

While this may have historically been true, PDFs can now be edited by users with Adobe Creative Cloud licenses through the Adobe Acrobat software. Tech-savvy users without Adobe licenses can edit PDFs in Microsoft Word. Even password-protected PDFs can be edited through a variety of workaround methods. 

In addition, anyone with access to applications supporting Optical Character Recognition (OCR) functionality can generate an editable version of the PDF. 

Myth #2: PDFs are ideal for preserving layouts.

An inflexible layout can impact any user. To engage with and understand PDF content, users may need to do any of the following: 

  • Zoom in on text or images 
  • Change font for an easier reading experience 
  • Increase font size 
  • Change the contrast between text and background 

Using Microsoft styles and formatting tools ensures your document displays consistently in any application.  

Myth #3: PDF content is automatically searchable.

PDF content is not automatically searchable if it is a scanned image, but it is searchable if created directly from a text document (like Word). Scanned documents require OCR to identify text. You can make PDFs searchable using tools like Adobe Acrobat Pro; however, IT does not license Adobe Acrobat Pro for all employees. 

Myth #4: PDFs are always compact (compressed).

PDFs are not always compact, and they often become very large depending on their content and creation method. While PDFs support built-in compression, they can easily become enlarged with high-resolution images, embedded fonts, or unoptimized data. Compact, optimized PDFs usually require specific settings to shrink file sizes. 

When to use a PDF

1. Is the PDF current and still in use?

  • If YES, continue to the next question.
  • If NO, hide from the user’s view. If you choose to update and remediate accessibility issues later, consider using another format depending on the remaining questions. 

2. Is the content of the document edited or updated often?

  • If YES, don’t use a PDF. Editing an accessible PDF could compromise its accessibility, meaning it would need to be checked after each edit before uploading/publishing. 
  • If NO, continue to the next question. 

3. Did you originally create the file using Microsoft (Word, PowerPoint, Excel, etc.) applications? 

  • If YES, share the original file. These other file formats will likely all be easier to remediate than PDFs. As needed, you can even restrict access to Microsoft files to read-only. 
  • If NO, continue to the next question. 

4. Is this a scanned document? 

  • If YES, start with Panorama’s OCR Overlaid PDF format and fix any accessibility issues found in the report using the Remediation Engine. 
  • If NO, continue to the next question. 

5. Does Kaufman Library have a version of this content you can use? 

  • If YES, use a “permalink” to the accessible content instead of retaining the PDF. For faculty in MyCourses, review Kaufman Library’s Faculty Guide on Embedding Content into MyCourses. 
  • If NO, was this content obtained from a publisher or third-party source? 
    • If YES, try to contact the publisher for an accessible version, which could be an eBook or ePUB version. 
    • If NO, continue to the next question. 

6. Is the content mostly text-based for students in MyCourses? 

  • If YES, transfer the content to an HTML page in your course. 
  • If NO, continue to the next question. 

7. Is this PDF attached as a flyer in an email? 

  • If YES, make sure to include the title and other important details in the body of the email. 
  • If NO, continue to the next question. 

8. Does this document need to be printed? 

Upcoming Workshops

Accessibility Tips: PDF Files 

  • Tue, March 24, 2026 (2 p.m. – 3 p.m.) 

Resources

Need Help?

Contact the GGC Help Desk

Email: helpdesk@ggc.edu | Web: helpdesk.ggc.edu | Phone: 678-407-5611

Check status.ggc.edu for system and services availability.

Learn more in IT Workshops – OR- Schedule a 1-1 Consultation