Use this quick card to create PDFs that are tagged, navigable, and usable with assistive technology. Start from an accessible source file — it is much harder to fix a PDF after export.
This Field Guide is part of the Digital Accessibility Field Guides collection from DASH. Use it as a quick reference while you work, and download the printable Word version to share with your team.
Start from an accessible source
- Make the Word, PowerPoint, or InDesign source accessible first.
- Headings, alt text, reading order, and language all carry into the PDF.
- Avoid scanned PDFs — run OCR if a scan is unavoidable.
Export with structure tags
- From Word or PowerPoint: File > Save As > PDF, then Options > check “Document structure tags for accessibility.”
- Don’t “Print to PDF” — print drivers strip the accessibility tags.
- From InDesign: File > Export > PDF (Interactive) with Create Tagged PDF enabled.
Review tags and reading order
- Open Acrobat Pro > All tools > Prepare for accessibility.
- Run Autotag, then review the Tags pane for correct structure.
- Use the Reading Order tool to fix columns, sidebars, and floating elements.
Add alt text, table headers, and link text
- Right-click an image in the Tags pane > Properties > Alternate Text.
- In the Table Editor, mark header cells as TH with a scope.
- Use descriptive link text — not “click here” or bare URLs.
Set document properties
- File > Properties: set Title, Author, and Language.
- In Initial View, choose “Document Title” so the tab shows the title, not the filename.
- Run All tools > Accessibility Check and resolve failures before distributing.
Printable version
Download a one-page printable Word version of this Field Guide to keep at your desk or share with your team:
Related DASH resources
For more detailed guidance on digital accessibility, explore these related DASH pages:
- Digital Accessibility Field Guides – Browse every Field Guide in the collection.
- Digital Accessibility Checkpoints – Detailed checkpoints for every stage of content creation.
- Create Accessible Content – In-depth guidance for every content type.
- DASH Tools and Resources – Testing tools and utilities to help you check accessibility.
Getting help
If you have questions or need assistance applying this Field Guide, contact the Digital Accessibility Services Hub (DASH) Team. The DASH Team is available to support colleges, schools, and administrative units as they build sustainable accessibility practices.
- Contact DASH at [email protected] for consultations, training, or technical assistance.
- Visit the DASH training page for resources and learning opportunities.
Accessibility is a shared responsibility, and every step you take makes UGA’s digital environment more inclusive.