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: Go to File > Accessibility > Edit text semantics. In the text semantics panel, all text elements in your design appear in a list. Select …More next to any text element to assign one of the following tags:
- Paragraph (default for all elements in new designs)
- Heading 1–Heading 6
- Quote
- If you do not assign text semantics explicitly, Canva will auto-tag elements and calculate reading order based on visual hierarchy. Both may be inaccurate and should be verified before publishing.
- Reading Order: Go to Position to view all layers. Arrange layers in the order you want them read — the bottom layer is read first. Before downloading, select Match Reading Order to Layers in the download options.
- Note: this is not available for Docs (digital) as the reading order is linear
- Standard PDF: Choose Share > Download, then set the file type to PDF Standard (not PDF Print).
- DO NOT Flatten: Ensure the "Flatten PDF" checkbox is unchecked. Flattening removes all accessibility tags and kills screen reader compatibility.
Note: Accessibility tags are included automatically when you export as PDF Standard with Flatten PDF unchecked.
For Docs (digital) design types, the tag structure in the exported PDF may appear more nested, with content wrapped inside "Document" and "Part" containers. This does not impact screen reader accessibility.
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.
FSU LinkedIn Learning Courses
A curated "Accessibility Basics" collection covering design, color contrast, and assistive technology for FSU staff.
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