Key takeaway: Logical reading order ensures that screen readers present PDF content in the correct sequence. Verifying tag order manually alongside automated accessibility checks helps ensure documents follow a natural reading flow for assistive technology users.
Checking the logical reading order
There are some important steps to take when verifying PDF document accessibility. You especially need your public-facing PDF documents to be accessible, full stop and without fail. One thing you need to verify every time is logical reading order. The accessibility checker in Adobe Acrobat will check the logical reading order and flag related issues, and is what many use to check this important aspect. Even today, it still requires a human to review the order to verify that it’s in a logical order. The tagged order should follow exactly the same flow that a sighted person would use in reading any document. In most cases, this means: left to right and top to bottom.
According to the World Health Organization, over 1.3 billion people worldwide live with some form of disability, many of whom rely on assistive technologies like screen readers that depend on correct document structure and reading order.
“Accessible content is structured so assistive technologies can interpret and present it accurately.”
— World Wide Web Consortium (W3C)
Steps to ensure reading order for PDF accessibility
- Open the ‘Tags’ tab in Adobe Acrobat Pro’s Accessibility Checker. NOTE: The only trouble with Acrobat is that depending on the issue, Acrobat might not be checking to any specific PDF/UA standard.
- Select the first tag, which should always be the title of your document. NOTE: There should always only ever be one title tag per document. Upon selecting the tag, a rectangle will appear around the content that it corresponds to in the document
- Use the ‘down arrow’ button to move to the next tag. This should move the rectangle to the next content you would logically read on the page, for example, moving from the title to the first paragraph.
- If the rectangle skips any content, this will indicate that you may need to create a tag or reorder the tag itself
- To create a new tag, highlight the text or image you wish to tag. Next: In the Options Menu, select ‘Create Tag from Selection’. Select the type of content you’ve highlighted (for example: paragraph, link, etc.)
- To reorder tags, simply open the Tags panel found on the left side of your screen. Drag and drop the tags into the correct order
- If the rectangle lands on a decorative item, like a bar dividing sections for instance, select the item, and then select Change Tag to Artifact. Then, select ‘Page’ from the Artifact menu and delete the tag. This will stop a screen reader from reading the element or item aloud to the user
- Once you have placed the tags in the correct order, it is important to circle back to the beginning of your document and hit the down arrow until you reach the end of the document, ensuring that the tags follow the intended flow and reading order correctly.
PDF accessibility is important… so always check document accessibility
Checking a document’s logical reading order is but one element, but an important step. While using accessibility checkers like those found in Acrobat Pro and other solutions can aid in the speed and accuracy of checking document accessibility, a quick manual check is a quick step for assurance and peace of mind. While automated checkers are handy, they aren’t all made the same, nor do they all check to the golden standards. The human element is still relevant and necessary when it comes to checking for PDF accessibility and compliance.
If you need any help finding solutions for ensuring PDF document accessibility, Quadient can help. Contact us and let one of our experts help you with guidance on the very best solutions on the market. When it comes to desktop, enterprise, transactional or high-volume documents, we have your back.
Frequently asked questions
What is logical reading order in a PDF?
Logical reading order refers to the sequence in which content is read by assistive technologies such as screen readers. It should match the natural order a person would read the document visually.
Why is reading order important for accessibility?
If the reading order is incorrect, screen readers may present information out of sequence, making the document confusing or unusable for people relying on assistive technology.
Can automated tools verify reading order?
Automated tools can detect potential issues, but they cannot fully confirm logical reading flow. Manual review is necessary to ensure the order makes sense.
What tools help check PDF accessibility?
Tools such as Adobe Acrobat Accessibility Checker and PAC 2024 help identify accessibility issues and support verification of document structure.
How can organizations improve PDF accessibility?
Organizations should combine automated accessibility checks, manual tag review, proper document structure, and testing with screen readers such as JAWS or NVDA.