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Accessible PDFs are a legal requirement in many jurisdictions, yet most designers treat them as an afterthought. They finish the layout, export a polished PDF, and assume the job is done. The problem is that a visually beautiful document can be completely invisible to someone using a screen reader, and that gap carries real consequences. WCAG (Web Content Accessibility Guidelines) gives designers a clear, testable framework for closing that gap.
Originally built for websites, these guidelines apply equally to exported PDFs because PDFs are interactive documents that users navigate, read aloud, and interact with digitally. Adobe InDesign has strong built-in tools for producing WCAG-ready PDFs, but they only work if you know where to look and when to act. Building accessibility into your InDesign workflow from the start is faster, cheaper, and more reliable than patching problems later in Acrobat.
More than a billion people worldwide live with some form of disability. That includes people with visual impairments who use screen readers, people with motor disabilities who rely on keyboard navigation instead of a mouse, people with cognitive disabilities who depend on clear structure and consistent heading hierarchies, and people with low vision who need sufficient contrast to read body text. An inaccessible PDF can exclude or disadvantage many of these users.
The document might be a government report, a product brochure, a medical form, or an annual report. Whatever it contains, if a screen reader cannot parse the reading order or interpret an image, that information simply disappears for a significant portion of the audience.
Accessibility requirements for digital documents are becoming increasingly important across many jurisdictions. In the United States, Section 508 requires federal agencies to make their electronic and information technology accessible, while the Americans with Disabilities Act (ADA) can apply to digital content provided by public entities and businesses covered by the Act.
In the EU, the European Accessibility Act introduces accessibility requirements for specified products and services, including certain digital services. For designers, these requirements reinforce the importance of treating accessibility as a core part of professional document production rather than an optional consideration.
WCAG organises its requirements around four principles, often called POUR: Perceivable, Operable, Understandable, and Robust. Each one maps directly onto decisions designers make during layout.
Every user must be able to receive content regardless of the sense or technology they use to consume it. For a PDF, that means images need descriptive alt text so that screen readers can announce them. Charts and infographics need text equivalents or captions that convey the same information the visual encodes.
Colour alone cannot carry meaning, because someone with colour blindness will miss a message conveyed only by a red or green indicator. Contrast ratios must meet minimum thresholds so that low-vision users can distinguish text from background. Every visual decision a designer makes has a perceivability dimension.
Operable content lets users navigate the document without relying solely on a mouse. In PDF terms, that means a logical tab order so keyboard users can move through links, form fields, and interactive elements in a sensible sequence. Bookmarks support navigation through long documents. Headings structured at the correct levels let screen reader users jump between sections rather than reading every word sequentially.
Robust content holds up across different assistive technologies, which in PDF terms means proper tagging. Tags are the behind-the-scenes structure that tells a screen reader what each element is: a paragraph, a heading, a table cell, a list item, a figure. Without tags, a PDF lacks the semantic structure assistive technologies need to interpret and navigate the content reliably.
Retrofitting accessibility after a document is finished costs significantly more time than building it in from the beginning. A few upfront decisions pay dividends throughout the entire project.
Set the document language before you type a single word. Set the correct language for your text using InDesign’s language settings and paragraph styles, and confirm the document language when exporting the PDF.
Screen readers use the document language to select the correct pronunciation engine and text-to-speech rules. A screen reader encountering French text tagged as English will mispronounce it badly enough to make the content unintelligible.
In the File > File Info panel, add useful metadata such as the Title, Author, Subject, and Keywords. A descriptive document title is important for accessibility, while the other fields provide helpful document metadata. Adding a document title takes only a few moments and helps ensure the PDF is properly identified.
Paragraph styles are the backbone of an accessible InDesign document. Every heading should use a named style (Heading 1, Heading 2, Heading 3) with an Export Tagging assigned in the style options. To set this, open a paragraph style, navigate to Export Tagging, and map the style to the correct HTML/PDF tag.
Body text maps to<p>, top-level section titles map to <h1> or <h2> depending on hierarchy, and pull quotes or captions get their own appropriately tagged styles. On export, InDesign uses these mappings to generate tagged PDF elements. Designers who format text manually with local overrides instead of styles produce PDFs that lack semantic structure, because InDesign has no way to infer heading hierarchy from font size alone.
The Articles panel (Window > Articles) controls the order in which a screen reader reads content, regardless of where elements sit visually on the page. A sidebar that appears physically beside a paragraph in the layout might get read in the middle of a sentence if the reading order is not explicitly defined.
Add all meaningful content elements to the Articles panel and drag them into the correct logical sequence. Exclude decorative elements entirely. This is the single most impactful accessibility step many designers skip, and it cannot be replicated in Acrobat without laboriously retagging every page.
Alt text in InDesign lives in the Object Export Options dialogue. Select any image or graphic frame, then go to Object > Object Export Options and click the Alt Text tab. From the dropdown, choose Custom and type your description directly. InDesign stores this alt text and passes it into the tagged PDF on export.
For images that pull descriptions from metadata already embedded in the image file, you can select the option to read from the XMP metadata field. Every meaningful image must have a corresponding description set at the object level before export.
Good alt text describes what the image communicates in context, not just what it depicts. A photograph of a bar chart should not be described as “bar chart image.” It should describe the trend the chart shows: “Bar chart showing a 34% increase in renewable energy adoption from 2019 to 2023.” Keep descriptions under 150 characters where possible, and front-load the most important detail.
For decorative images such as borders, background textures, or purely aesthetic icons, open Object Export Options, go to Tagged PDF, and set Apply Tag to Artifact. This instructs assistive technologies to skip the element, preventing unnecessary noise that can disrupt the reading flow. Getting this distinction right matters: over-describing decorative elements can be almost as disruptive as under-describing meaningful ones.
WCAG 2.1 AA requires a contrast ratio of at least 4.5:1 between normal body text and its background, and 3:1 for large text (defined as 18pt regular or 14pt bold). Adobe Colour (color.adobe.com) includes a contrast checker where you can input hex values directly and see whether your combination passes. The Colour Contrast Analyser by TPGi is a free desktop tool that lets you sample any colour on screen.
Some InDesign plugins, including Accessible PDF and axesPDF for InDesign, surface contrast warnings directly in the panel. Check contrast for every text-on-colour combination in the design, not just body copy; button labels, captions, and reversed-out headers all need to meet the threshold.
For typography, favour typefaces with clear letterform distinction at small sizes. A body text size of around 12pt can improve readability for documents viewed on screen, while generous line spacing and moderate line lengths can make text easier to follow. These are useful design practices rather than specific WCAG AA requirements.
Justified text can create uneven word spacing that disrupts reading flow, so left-aligned body text generally performs better for accessibility. Wide columns of text can also be harder to track across lines, so keeping line lengths moderate can improve readability.
Go to File > Export and choose Adobe PDF (Interactive) when your document contains hyperlinks, form fields, or navigation elements users will interact with on screen. Choose Adobe PDF (Print) for documents that will primarily be read, with the understanding that you still need to enable accessibility options manually.
Neither preset enables full accessibility by default. Start from a known preset such as PDF/UA-1 if your organisation requires it, or create a custom preset with accessibility options locked in and save it for reuse across the team.
In the General tab of the Export dialogue, check Create Tagged PDF. Without this, the PDF exports as an untagged document that screen readers cannot interpret.
In the Advanced section of the Interactive PDF export dialogue, enable Use Structure for Tab Order so the PDF follows the document’s structural reading order when users navigate with the keyboard. Under the Advanced tab, confirm that the document language populated from your metadata settings appears correctly.
Enable Bookmarks and Hyperlinks so navigational elements carry through to the exported file. If you are creating an interactive PDF with form fields, check the Create Acrobat Layers option only if your layer structure is meaningful; unnecessary layers add complexity without benefit.
Open the exported PDF in Adobe Acrobat Pro, then go to All tools > Prepare for accessibility > Check for accessibility. The checker evaluates the document against a range of accessibility criteria and produces a report organised by category, including document, page content, forms, tables, lists, and headings. Pay close attention to failures rather than warnings.
Common failures include “Figure alternate text failed” (missing alt text), “Title failed” (empty document title field), and “Tab order failed” (reading order not set). Each failure links back to a specific element in the PDF, and most should send you back to the InDesign source file to fix rather than patching in Acrobat’s tag editor, which is tedious and does not persist across re-exports.
PAC (PDF Accessibility Checker) tests PDFs against the PDF/UA standard and provides detailed accessibility results that complement Acrobat’s built-in checker. Use the current version available from the official PAC website rather than referring specifically to PAC 3. For real-world testing, NVDA (NonVisual Desktop Access) is a free, open-source screen reader for Windows that lets you hear how your PDF actually reads aloud.
JAWS is the industry-standard commercial screen reader used by many professional accessibility testers. Tab through the document, listen to how images are announced, and check whether headings allow you to jump through the document structure. No automated checker catches everything a real user would encounter.
Accessible PDFs start with decisions made at the very beginning of a project, not at the export stage. Set the document language and fill in metadata fields before layout begins. Build every text element on named paragraph styles with correct export tags assigned, and use the Articles panel to define the logical reading sequence across every spread.
Write alt text for meaningful images and mark decorative ones as artifacts before export, and check every text and background colour combination against WCAG contrast thresholds and correct failures in the design itself. When you export, enable Create Tagged PDF, Use Document Structure for Tab Order, Bookmarks, and Hyperlinks in the export dialogue.
After export, run Acrobat Pro’s full accessibility checker and test with PAC 3. Listen to the document in NVDA or JAWS to catch anything automated tools miss. When failures appear, fix them in the InDesign source and re-export rather than patching tags manually in Acrobat, which is slow, fragile, and lost with every new export.
WCAG compliance is a learnable, repeatable workflow. Once it becomes part of how you build documents rather than a checklist applied at the end, the overhead drops dramatically. Accessible documents are also better documents. Clearer structure, stronger navigation, and more consistent typography benefit every reader, with or without a disability.
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It’s never been easier to turn your inspiration into endless creativity! Turn your inspiration into stunning creations with powerful, easy-to-use software. Discover automated editing, step-by-step guides, effortless organisation, fun ways ....
In line with the Adobe Support Lifecycle Policy, end of product and technical support for Adobe Acrobat 2015 and Adobe Reader 2015 officially ended on 7 July 2020. What does ....
As marketers, you’re well aware of the value of creating, publishing and sharing content that increases awareness of your brand. Are your teams struggling to come up with fresh ideas ....
Organisations around the world are transforming their businesses thanks to digital technology programs like Adobe Sign. The power of an end-to-end digital experience allows you to replace traditional paper and ....
The unprecedented pandemic that the world is going through at the moment has put an unbelievable strain on people’s lives as they know it. This has resulted in a ....
Overnight, educators and students around the globe have had to quickly transition from in-class learning to remote home learning. While the transition to distance learning brings rewards, it also brings ....
As we adjust to a continually changing educational landscape and embrace the idea of distance learning – which has suddenly moved to the forefront of our teaching practice – many ....
Stay Connected, Stay Productive. Social media marketing is a lot like working out. It takes discipline and results are never instant. Now more than ever however, it is critical that ....
It’s back like the Terminator! – A repeat of the ‘Summer Sizzling Deal’ Adobe made available in February this year! And at the same LOW price! From the 8th November ....
Adobe Illustrator App Could Roll Out To IPads In 2020 Photoshop is not the only Adobe app to come to iPads. Adobe’s suite of creative software that are originally accessible ....
Warning: If you use an older Adobe app, don’t install MacOS Catalina Apple launched its MacOS Catalina operating system on October 7, complete with lots of new features and improvements. ....
Adobe Introduces Customer Journey Analytics for Its Adobe Analytics With Customer Journey Analytics, teams could bring in new data sets such as in point-of-sale systems and call centers to produce ....
Adobe adds Auto Reframe to Premiere Pro for quick vertical video Adobe is adding a new feature to its Premiere Pro desktop video editing app to make creating content for ....
Adobe Announces The Update to the Lightroom Ecosystem We’ve Been Waiting For! Today, Adobe announced updates to the Lightroom ecosystem, including GPU-accelerated editing in Lightroom Classic and Camera Raw, providing ....
Adobe Premiere Rush supercharges video speed adjustment Adobe Premiere Rush, Adobe’s cross-platform video editor for smartphones, tablets, and PCs, arrived on select Android devices in May following a broad launch ....
Adobe Lightroom is now on the Mac App Store The first major Adobe app has arrived on the Mac App Store. The first major Adobe app to be available on ....
Adobe Fresco brings painting to the iPad Do you like to be creative on your iPad? Adobe brings Fresco to Creative Cloud, so you can paint wherever you want. Adobe ....
New Technology Can Detect Photoshopped Fakes, Even Reveal the Original Images Photoshop is arguably the most powerful tool at a photographer’s disposal. And like many powerful tools, it can be ....
Acrobat Pro DC: Adobe’s PDF software is still the one to beat A feature-packed solution for professionals Since its development back in the 1990s, the PDF has gone on to ....
Premiere Rush, Adobe’s video-editing app for YouTubers, is now available on Android Adobe’s Premiere Rush CC, which arrived on the desktop and iOS last October, is now available on Android. ....
Adobe Brings about Significant Changes to an Almost Perfect CC Lineup NAB show started way back in 1923, about 96 years ago. Held at the Las Vegas Convention centre, it ....
Adobe Creative Cloud Updates Adobe today announced performance updates and new innovations for video and audio tools in Adobe Creative Cloud, all designed to improve efficiency in video production. What’s ....
Adobe brings content-aware fill for videos to After Effects Adobe today announced that it is bringing content-aware fill to After Effects, the special effects software that is part of its ....
Adobe has just announced the release of Photoshop CC 20.0.4. This update includes fixes to some of the top customer reported issues and other bug fixes. Here is a list ....
Adobe has just announced the release of Photoshop CC 20.0.4. This update includes fixes to some of the top customer reported issues and other bug fixes. Here is a list ....
In our last article, we shared the latest enhancements available on Adobe XD CC 2019 from a design point of view, but as you probably already know, XD isn’t limited ....
It’s February, the hottest month of the year in South Africa and Adobe has a Summer Sizzling Deal to match. At the beginning of March 2019 Adobe creative Cloud for ....
What’s not to love about Adobe XD? This powerful tool helps us to design, prototype and share. The good news is, it just got better. NEW FEATURES & UPDATES AVAILABLE ....
The Adobe Max Conference held in October 2018 was nothing short of spectacular. So many things to look forward to, but even more things made available now. New features and ....
In our last article we covered the features and updates made to Adobe Dimension CC 2019. Today, we’ll have a look at the new features and updates available in Adobe Photoshop CC ....
Now that we’ve covered the Max Sneaks, we’ll be sharing the new features and updates for Adobe Creative Cloud 2019, that were announced at the Adobe Max Conference. There are many ....
We recently shared with you 5 Adobe Max sneak peeks from the 2018 Adobe Max conference held in LA. These included Brush Bounty, Project Fast Mask, Moving Stills, Smooth Operator ....
This year at Adobe Max conference, which was held in Los Angeles from 15-17 October 2018, Adobe gave us sneak previews of a few new tools, apps and enhancements that ....
Another day and another gigantic purchase to the value of $4,5 billion. Adobe is set to acquire Marketo as part of its ongoing strategy to dominate the enterprise marketing space. ....
If you are in the commercial or government sector, then we have a very exciting announcement for you! Adobe has put together a truly sweet deal, but it is only ....
It has recently been reported that Adobe would no longer be supporting older operating systems with their new release of software. This has naturally led to a number of people ....
Do you remember what it was like to remove unwanted things from photos in Photoshop before they developed the ‘Content Aware’ feature?For those veterans who have been around for a ....
Frequency Separation has been around for a long time but has received a bad reputation in the past. This is not because there is anything wrong with the software. It’s ....
If you thought that the only way to create a striking presentation was by using MS PowerPoint, we wouldn’t hold it against you. Few people know that you can create ....
Adobe Acrobat has made it a lot simpler to work in teams, no matter where we are in the world or which devices we’re using. It enables us to create ....
Since it debuted in the 90’s, Photoshop has undergone a innumerable advancements. Since it was initially sold with Barneyscan-branded scanners, it was almost named Baneyscan XP, but that all changed ....
Earlier this month, Adobe released the preview of their new AR (augmented reality) authoring tool and multi-platform system called Project Aero. Using immersive technology, this interface blurs the line between ....
Custom-built to provide UX (user experience) designers with an optimised design process, Adobe Experience Design CC, more commonly referred to as Adobe XD, is a powerful software medium used to ....
It is almost mid-June 2018, so you may be wondering why we would choose to talk about what’s new in Adobe CC 2018 now. Well, it seems that there are ....
Adobe Max is an in-your-face, larger-than-life, all-guns-blazing annual celebration of creativity, which this year descended on Vegas. It’s Nice That was invited by Adobe, with over 12,000 other creative minds ....
Not too long ago, if asked what Adobe had in common with Shopify, the answer would be “nothing”! After all they aren’t even in the same market space. Adobe is ....
Primal Pictures now brings you PALMs, catering for your specific learning needs and adapting learning to improve your retention and outcomes. What is PALMs? PALMs stands for Perceptual and Adaptive ....
Adobe Photoshop has always been one of the most popular suites available for editing photos, thanks to its array of useful features that allow users to correct color, resize, crop, ....
Imagine having the convenience of calling on ‘Siri’ or ‘Bixby’ (for the Samsung enthusiasts) to assist you through the processes of your next Photoshop project. Well, this has been an ....
Adobe Creative Cloud for students was made available through Learning Curve as part of this special 2018 student pre-order offer, giving eligible students access to Adobe’s leading creative applications for ....
Video observations that strengthen and inform Swivl™ is a multi-purpose robotic motion platform, which will allow you to self-capture video. The robot enhances video capture by wirelessly following the movement ....
Creative Suite software has not been updated since April 2012, yet many Adobe users have still not made the move to Creative Cloud. With thousands of new features available and ....
Staggering 33% of installed software is not licensed. Last year South African companies coughed up more than R3.64million for using unlicensed software. This is according to the BSA, who in ....
As predicted, Adobe have officially announced all Creative Suite (CS) perpetual products will no longer be supported from May 2017. Learning Curve, Africa’s only Platinum reseller are here to guide ....
“I’m always seeking the next big thrill”
Me in a word: Exploratory
The first 21 years of my life were a mix of travel, sports and chasing academic excellence. As a child, I enjoyed jet skiing, bungee jumping and a few venomous pets. I’m still always seeking the next big thrill, like rock climbing and cave exploration.
Since leaving university and surviving the COVID years, I’ve developed my skills across different fields, from education to private healthcare, with a keen interest in human biology and education.
To relax, I watch old war movies or series, and shows like Sons of Anarchy and The Wire. Cooking was a big part of my childhood and I’d always help my parents prepare meals. I’ll bake anything with chocolate!
My wilderness survival buddy would be my dad. He’s a DIY expert, with basic wilderness survival skills. I once had a narrow escape outdoors: Venturing off the path on a solo hike, roasting in midday sun, suffering from dehydration, leg cramps and an encounter with a juvenile cobra. (I survived.)
Some everyday things that really annoy me are the morning traffic rush – and people being indecisive at the drive-thru window.
My bucket list destinations? Thailand, for rock climbing and base jumping, and Burma, for Lethwei (Burmese bare-knuckle boxing).
I think the human race needs a greater focus on work-life balance. Spending more time enjoying the little things, whether sport, art or music would help everyone live better, more fulfilling lives.
If I could change the law, I’d ban farm-raised lion hunting, and I’d allow a years’ paid parental leave for all new parents.
Outside of work, I juggle sports, cooking and taking my dogs out for regular walks.
My work family is supportive and engaging, always available to bounce ideas or chat. Learning Curve is the best work family ever, with an unparalleled culture. I like the freedom and flexibility to explore new and creative avenues – and the endless coffee (Yay!)
Medical Education Solutions Specialist
“Every day is different.”
Me in a word: Outgoing
I grew up in KZN, often barefoot in the bush, or soaking up the Durban sunshine. Our home was loud, with four daughters and weird and wonderful pets, and my love for performing means I have a large, bubbly, personality.
I wanted to be a singer and actress, then a vet. I moved to Cape Town to study Anatomy and completed an M.Sc at Stellenbosch University, then joined Learning Curve, where I work with 3D Anatomy software, Primal Pictures.
In my free time I like hiking, running, and yoga – and I’ve taught myself to play the ukulele. I recently started busking and people did tip me. (Was that their way of begging me to stop?)
Home entertainment? OK, this is embarrassing but I love the kind of reality shows which I fondly refer to as ‘trash TV’. I’m a vegetarian and love veggies, but also a classic mac and cheese with a parmesan crust.
I’m a cat person – my cat is my baby. I like the feline independence, and contrary to popular belief, they can be very friendly and loving.
Australia’s top of my bucket list; I was a huge Steve Irwin fan as a child and I’d love to visit the family’s zoo. I’d also love to spend more time exploring the spectacular nature that South Africa has to offer, and learn more musical instruments.
If I was in charge, there’d be a law against chewing with your mouth open, and one act of kindness every day would be compulsory. Kindness and compassion are what the world needs now.
I’m very lucky to be part of the wonderful Learning Curve education team. We’re passionate about our work and we’re loud and energetic, always having lots of fun with our clients around the country. This is a family that I love being a part of. Every day is different, which keeps things fun and exciting. Our team is full of knowledgeable people – I’m constantly learning new things from my colleagues.
My favourite office snack? Peanuts.
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