Accessibility in Adobe InDesign

Give your document a meaningful title that will carry through to the PDF.

• Set the document title in File Info or in the export settings so the PDF shows a clear, descriptive title instead of just a file name.
• A good title helps users identify the document in PDF readers and screen reader lists.

Create and use paragraph styles for all headings and text.

• Open the Paragraph Styles panel and create styles for Heading 1, Heading 2, Heading 3, and any needed variations.
• Apply these styles consistently to titles and section headings rather than manually changing font size or weight.
• In the Paragraph Styles options, map each heading style to the correct PDF tag (H1, H2, H3, etc.) under Export Tags.
• Use Heading 1 for the main document title, Heading 2 for major sections, Heading 3 for subsections, and so on.
• Do not use heading styles for anything that is not actually a heading.

Use styles for bulleted and numbered lists.

• Create list styles that use InDesign’s Bullets and Numbering features, rather than manually typing bullets or numbers.
• Leave the list style’s PDF tag set to “Automatic” so InDesign can assign list tags correctly on export.

Use text frame options to create columns and control layout.

• For multi-column layouts, set up columns using Text Frame Options (Object > Text Frame Options) instead of manually creating multiple text boxes.
• Keep layouts as clean and simple as possible. Complex, heavily layered layouts are harder to manage for reading order and tags.

Add alt text to meaningful images and mark decorative images as artifacts.

• Right-click an image and choose Object Export Options. On the Alt Text tab, set the source to Custom and enter alt text that explains the image’s purpose or content in context.
• For images that do not communicate important information, use Object Export Options to tag them as artifacts so they are ignored by screen readers.
• Ensure that critical text is not only present as part of an image; provide it as live text when possible.

Use InDesign’s Table tools to create simple, structured tables.

• Insert tables using the Table menu and define at least one header row for data tables.
• Keep tables as simple as possible, and avoid unnecessary merged or split cells.
• Consider breaking very complex tables into multiple simpler tables or providing additional explanations in text.

Add descriptions to form fields so they carry meaningful labels into the PDF.

• Convert frames into interactive form fields (for example, text fields, checkboxes).
• For each field, set a description that matches the visible label, such as “First Name” or “Street Address.”
• This description becomes the tooltip in the PDF and can help assistive technologies announce the field correctly.

Choose colors that provide sufficient contrast between text and background.

• When designing text overlays, callouts, or colored sections, use color combinations that meet contrast guidelines.
• Use UC’s approved color palette and verify contrast using a contrast checker if needed.
• Do not rely on color alone to convey meaning in charts, legends, or callouts; add labels or icons as well.

Use the Articles panel to control the reading order for tagged PDFs.

• Once your layout is complete, open the Articles panel and enable the option “Use for Tagging Order in Tagged PDF.”
• In the order you want content read, select items on the page and drag them into the Articles panel.
• Check the order in the Articles panel and rearrange items if necessary; this sequence will be used when assistive technologies read the tagged PDF.

When you are ready to save as PDF, use export settings that preserve accessibility.

• Use File > Export and choose Adobe PDF (Interactive or Print, as appropriate).
• In the PDF export dialog, ensure “Create Tagged PDF” is checked.
• For interactive PDFs, also check “Use Structure for Tab Order” so keyboard focus follows the logical structure.
• After export, open the PDF in Acrobat to run the Accessibility Checker and review tags, reading order, and form fields.

For reports, brochures, and magazines with multiple pages, focus on consistent use of heading styles, clear reading order, and appropriate use of images. Use the Articles panel to ensure that body text flows in a logical sequence and that sidebars or callouts appear in the reading order where they make sense. After export, verify in Acrobat that the tag structure matches your intended document outline.

For single-page pieces like flyers and posters that will be distributed as PDFs, make sure any important text is actual text, not flattened into images. Provide alt text for meaningful images, and ensure color contrast is strong enough for all on-page text. Consider whether key information should also be available in a simpler text format (such as a web page or email) for users who cannot easily access a visually dense PDF.

If your department uses recurring templates (for newsletters, reports, or brochures), invest time in making those templates accessible in InDesign. Set up styles, export tags, and reading order once, then reuse them for each new document. This reduces ongoing effort and helps ensure that all future outputs start from an accessible foundation.