How to Ensure Text in a PDF is Readable

Readable text in a PDF refers to text that can be selected, searched, and interpreted by assistive technologies such as screen readers. It contrasts with "non-readable" text, such as scanned images of text, which appear as images and lack an underlying text layer. Readable text is crucial for accessibility, usability and compliance with accessibility standards..

Create PDFs from Text-Based Files

  • Use software like Microsoft Word, Google Docs, or other text editors to create your document.
  • Export the document to PDF while preserving the text layer

    • In Word, use File > Save As or Export > Create PDF/XPS Document, ensuring accessibility features are enabled.

Use Optical Character Recognition (OCR)

For scanned or image-based PDFs, apply OCR to convert the images into readable text.

  • Steps in Adobe Acrobat Pro DC

    • Open the scanned PDF in Acrobat Pro.
    • Go to Tools > Scan & OCR.
    • Click Recognize Text > In This File.
    • Save the document after OCR processing is complete.

  • Free OCR Tools

    • Online tools like SmallPDF, Adobe Scan, or Google Drive OCR.

Check Text Accessibility

  • Use Accessibility Checker in Adobe Acrobat Pro

    • Go to Tools > Accessibility > Full Check to identify and resolve issues with readable text.

  • Test with a screen reader to ensure all text is accessible.

Avoid Common Issues

  • Do not use images for text unless necessary. If used, provide alternate text or captions.
  • Ensure embedded fonts are properly included in the PDF to prevent text from becoming unreadable.

Tips for Creating Readable PDFs

  • Export from Accessible Sources: Use text-based file formats and ensure proper formatting (e.g., headings, lists, alt text for images) before conversion.
  • Use Tagged PDFs:Tagged PDFs provide a structured layout, improving navigation and readability.
  • Verify and Test:Regularly check documents with screen readers or accessibility tools to confirm their readability.

Testing for Readable Text

To check if a PDF has readable text:

  • Select Text: Try highlighting the text in the PDF. If it's selectable, it’s readable.
  • Search Functionality: Use the search feature in your PDF reader. If it works, the text is readable.
  • Screen Reader: Test with a screen reader to confirm accessibility.