Create and Verify Accessible PDF Forms

PDF forms can be accessible, though harder to create, test, maintain than web-based forms e.g. Ms Forms, SharePoint Lists. Converting accessible Word to PDF rarely creates a fully accessible PDF form without further editing. This guide covers some basic checks, but every PDF form should be tested with keyboard navigation + a screen reader before publication. Only use PDF forms if a web form is unsuitable. PDF forms require manual checking, testing & correction to meet accessibility requirements.

Ghizzi D
62 steps
13 minutes

Microsoft Word

Adobe Acrobat

Passing Acrobat's Accessibility Check does not guarantee that a PDF form is accessible.

Create the Word docx Form

Tip! Create your form using headings, clear instructions, and simple language. - Use Word's built-in styles for headings. - Make sure tables are only used for data, not layout. - Images have appropriate AltText - Leave enough space for people to complete the form. - Before creating a PDF form, make sure the source Word document meets the requirements in the Accessible Forms guidance.

Open your Word document Form

Click "Review"

Click "Check Accessibility" from drop down menu

To check the Heading Styles Click Navigation pane

Click on any reported issues in the Accessibility Assistant pane and fix

Click "File Tab"

Click "Save as Adobe PDF"

Save to your working folder and Click "Save"

Open the Adobe Pdf Form

Check that headings, lists, and tables have been retained correctly

Click "Prepare a form"

- Allow Acrobat to detect form fields automatically. - Review all detected fields. - Add any missing fields manually. - Delete any unnecessary fields.

Click "OK"

Click "Create Form"

Click "Text field"

Click into document to place a Text Field

Try to add fields in the logical order of your form questions. This will save you effort correcting Tag sequence afterwards.

Click "Select Arrow"

Click and Select fields to format

Click "Checkbox"

Click into document to add check box fields

Again add in logical sequence

Click Select Arrow

Select the all the checkboxes placed to edit size, alignment etc

Larger target size for checkboxes helps users with vision and motor control disabilities

Select all checkboxes to align and space evenly

Click "Match width and height"

Click "Left align"

Click "Distribute vertically"

Right Click in Text field 1

Click "Properties..."

Click "Name:"

Field 1 rename and enter a clear description

Click "Tooltip:"

Add clear descriptor to Tooltip

Click "Close"

Click "Set the order for tabbing between fields and sort the list of fields"

Click "More Options"

Click "Page 1, level 0, 1 of 3"

Click "Question 1. Please give AT tool, software, hardware name, level 1, 1 of 2"

Tip! Check document properties and ensure the PDF has a meaningful Title and correct Language set.

Create Form Fields

Choose from the List of Form Components e.g. Click "Text field"

Click "to place text field"

Click "to place Checkbox"

Click "Select text"

Select all the questions checkboxes

Click "Left align"

Click "Top align"

Click "Center both"

Click "Distribute vertically"

Right Click Form Fields to rename, reorganise tab order, set as Required etc

Click "Name:"

Click "Tooltip:" Make sure to give a meaningful name in the Tooltip

Click "Close" and move onto the next field...

Review for Accessibility

Set the Correct Reading Order - Open the **Tags** panel. - Check that the reading order follows the visual order of the form. - Correct any issues if required.

Click "Prepare for accessibility. Create and verify PDFs to meet accessibility standards"

- Select **All Tools**. - Select **Accessibility**. - Select **Full Check**. - Review and fix any reported issues.

Click "Check for accessibility, Run full accessibility check"

Click "Start Checking"

Click to expand "Document 3 issues"

Commonly identifies issues you need to manually check

Click "Fix reading order"

Click "Reading Order"

Do not assume "Automatically tag PDF" creates a correct reading order. Always review tags, reading order and keyboard navigation manually.

"Automatically tag PDF"

Click "Update accessibility tags?"

## Check reading order and tab order 1. Open the Reading Order tool. 2. Check that content is read in the same order it appears visually. 3. Open the Tags panel and review the document structure. 4. Correct any issues. 5. Press Tab repeatedly and check users move through form fields in a logical sequence. Good practice: - Instructions appear before related fields. - Reading order and tab order match. - Test before publishing. For most PDF forms created from a well-structured Word document, the reading order is usually correct automatically. The main thing to check is that the **tab order of the form fields matches the order users complete the form**.

Click "Fix reading order"

Click "Close"

Test your Form

Check & Test - Document title - Document language - Navigate through the form using only the keyboard. - Ensure the tab order is logical. - Test with a screen reader if available. - Confirm all form fields can be completed successfully.

Check against the Forms guides: [Accessible Forms Quick Start.docx](https://uweacuk-my.sharepoint.com/:w:/g/personal/ghizzi_dunlop_uwe_ac_uk/IQAuc4EopKYxQ4eJIBYROVjbAVJzhURpRZEIheWqNIcsTcs?e=iJNFfX) [Accessible forms basics guide for authors.docx](https://uweacuk-my.sharepoint.com/:w:/g/personal/ghizzi_dunlop_uwe_ac_uk/IQCdLDJc83WnSpFbU46g5D7RAZ4zSQ5ezTZDNy0bwyST5z4?e=3qUQY2) [Accessible Pdf forms guide for authors.docx](https://uweacuk-my.sharepoint.com/:w:/g/personal/ghizzi_dunlop_uwe_ac_uk/IQBCSjw1UqhaS4-hy_BXljyuARSi3nMxBSWvoxEWNfKGHyk?e=2ywzKg)

Create and Verify Accessible PDF Forms

Ghizzi D
62 steps
13 minutes

Microsoft Word

Adobe Acrobat

Passing Acrobat's Accessibility Check does not guarantee that a PDF form is accessible.

Create the Word docx Form

Open your Word document Form

Click "Review"

Click "Check Accessibility" from drop down menu

To check the Heading Styles Click Navigation pane

Click on any reported issues in the Accessibility Assistant pane and fix

Click "File Tab"

Click "Save as Adobe PDF"

Save to your working folder and Click "Save"

Open the Adobe Pdf Form

Check that headings, lists, and tables have been retained correctly

Click "Prepare a form"

- Allow Acrobat to detect form fields automatically. - Review all detected fields. - Add any missing fields manually. - Delete any unnecessary fields.

Click "OK"

Click "Create Form"

Click "Text field"

Click into document to place a Text Field

Try to add fields in the logical order of your form questions. This will save you effort correcting Tag sequence afterwards.

Click "Select Arrow"

Click and Select fields to format

Click "Checkbox"

Click into document to add check box fields

Again add in logical sequence

Click Select Arrow

Select the all the checkboxes placed to edit size, alignment etc

Larger target size for checkboxes helps users with vision and motor control disabilities

Select all checkboxes to align and space evenly

Click "Match width and height"

Click "Left align"

Click "Distribute vertically"

Right Click in Text field 1

Click "Properties..."

Click "Name:"

Field 1 rename and enter a clear description

Click "Tooltip:"

Add clear descriptor to Tooltip

Click "Close"

Click "Set the order for tabbing between fields and sort the list of fields"

Click "More Options"

Click "Page 1, level 0, 1 of 3"

Click "Question 1. Please give AT tool, software, hardware name, level 1, 1 of 2"

Tip! Check document properties and ensure the PDF has a meaningful Title and correct Language set.

Create Form Fields

Choose from the List of Form Components e.g. Click "Text field"

Click "to place text field"

Click "to place Checkbox"

Click "Select text"

Select all the questions checkboxes

Click "Left align"

Click "Top align"

Click "Center both"

Click "Distribute vertically"

Right Click Form Fields to rename, reorganise tab order, set as Required etc

Click "Name:"

Click "Tooltip:" Make sure to give a meaningful name in the Tooltip

Click "Close" and move onto the next field...

Review for Accessibility

Set the Correct Reading Order - Open the **Tags** panel. - Check that the reading order follows the visual order of the form. - Correct any issues if required.

Click "Prepare for accessibility. Create and verify PDFs to meet accessibility standards"

- Select **All Tools**. - Select **Accessibility**. - Select **Full Check**. - Review and fix any reported issues.

Click "Check for accessibility, Run full accessibility check"

Click "Start Checking"

Click to expand "Document 3 issues"

Commonly identifies issues you need to manually check

Click "Fix reading order"

Click "Reading Order"

Do not assume "Automatically tag PDF" creates a correct reading order. Always review tags, reading order and keyboard navigation manually.

"Automatically tag PDF"

Click "Update accessibility tags?"

Click "Fix reading order"

Click "Close"

Test your Form