Tagged PDF

Posted on Tuesday, April 22nd, 2014

Tagged PDF files make it easier for screen readers and other assistive technologies to determine a logical reading order and navigation for the file, as well as allowing for content reflow when using large type displays, personal digital assistants (PDAs), and mobile phones. This tagging can be done automatically when you save a file as PDF format starting in Microsoft Office versions of Excel, PowerPoint, Publisher, Visio, or Word.

Double-check in your Microsoft Office program that your properties are set to “create a tagged PDF for accessibility” before the PDF document is actually generated.

Screenshot of the PDF properties in MS Word.

How does PDF tagging work?

Tagging adds a layer of information called “semantics” to a PDF document, which indicates what types of objects are included in a file, for example: headings, paragraphs, images and tables. When you save your file as PDF, these semantics are identified and labelled by the Office application you are using and added to the file. Assistive technologies, such as screen readers and magnifiers are then able to access the tagging and use it to present the information to disabled users. If you do not tag your file, assistive technologies may not be able to understand what certain parts of your file are, in context, and present the user with a confusing interpretation of the file. In some cases, some items may not be presented at all.

Just remember, tagging a PDF document does not guarantee compliance to the AODA standard, it is only the first and most important step. All other accessibility practices and procedures should be followed prior to the PDF creation process as well.


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