With the Barrier-Free Strengthening Act (BFSG), which will be fully enforced in Germany from June 2025, companies and organizations are required to make digital content accessible to everyone. This includes PDFs. But what does this mean exactly, why is it important - and how can you implement it?

What is an accessible PDF?

An accessible PDF is a document designed in a way that can be used by all people, regardless of limitations. This includes:

• Blind and visually impaired people use screen readers to have texts read aloud.

• People with motor impairments who can only navigate using the keyboard.

• People with cognitive impairments who need clear and simple structures.

  An accessible PDF therefore contains:

  • Readable texts (no scanned images of text).

  • A logical document structure, recognizable by headings, lists, and paragraphs.

  • Alternative texts for images that describe their content. You can find more information about alt texts here. (Link to the blog article)

  • Tables with clearly defined header rows to make interpretation easier for screen readers.

Why is this important?

Accessibility means participation. In an increasingly digital world, people with disabilities can be excluded from important information without accessible content. In addition, the BFSG requires many companies and public institutions to ensure digital accessibility - otherwise fines and damage to reputation may occur.

Step-by-step guide for accessible PDFs

1. Start Microsoft Word.

Microsoft Word offers numerous tools to create a document in an accessible way from the beginning.

1. Structure the documentSure, please provide me with the text you would like me to translate into English.

   • Use the existing style templates (e.g. "Heading 1", "Heading 2") for a logical structure.

   • Use list and table formatting instead of manually styling content.

2. Images and graphicsSure, please provide me with the text you would like me to translate into English.

   • Right-click on an image → "Edit alt text".

   • Describe precisely what can be seen in the picture.

3. Checking for accessibilitySure, please provide me with the text you would like me to translate into English.

   • Go to "Review" -> "Check Accessibility".

   • Word shows you all problems and solutions.

4. Export PDFSure, please provide me with the text you would like me to translate into English.

   • Select "File" → "Save As" → "PDF".

   • Activate the option "Creating document structure tags for accessibility"Could you please provide the text that you would like me to translate into English?

2. With Adobe InDesign

If you design professional layouts, Adobe InDesign helps you create accessible PDFs.

1. Plan the structure from the beginning.Sure, please provide me with the text you would like me to translate into English.

   • Use the Paragraph formats (Headings, lists) and assign them consistently.

   • Establish a clear reading order in the "Articles" palette.

2. Add alternative textSure, please provide me with the text you would like me to translate into English.

   • Click on an image → Right-click → "Export object" → Insert "Alt text".

3. Set export optionsSure, please provide me with the text you would like me to translate.

   • Select "File" → "Export" → "Adobe PDF (Interactive)".

   • Activate the options "Tags for accessibility" and "Create bookmark".

Testing tools and add-ons for accessible PDFs

Free Tools

• PDF Accessibility Checker (PAC 3)A Swiss Army knife for accessibility testing. This free tool shows you exactly which elements in your PDF are accessible and where you need to make improvements.Download: www.access-for-all.ch

• Acrobat ReaderWith the integrated "Accessibility Check," you can scan PDF documents for issues.

Add-ons and Plug-ins

• PDFix.io (free) With this tool, PDFs can be converted to be accessible and PDF/UA-compliant both automatically and manually.

• AxesPDF for Word (paid, but trial version available): Automates many steps in creating accessible PDFs from Word.

• CommonLook PDF ValidatorA tool for checking and improving PDF documents, especially suitable for businesses.

PDF/UA - The standard for accessible PDFs

An important point in creating accessible PDFs is compliance with international standards. PDF/UA (Universal Accessibility)This standard is in the ISO Standard 14289-1 establishes and describes how PDFs must be structured to be fully accessible.

Conclusion

Accessible PDFs are not only a sign of inclusion, but also a legal obligation. The implementation is easier than you might think, if you use the right tools and a clear structure. It's best to start right away and check your next PDFs!

Creating accessible PDFs may seem complex at first glance, but with the right tools and approaches, it's easier than you think. Whether you have questions about legal requirements, technical standards like PDF/UA, or implementation in common programs - we from Euphorika We are here to support you with advice and assistance.