Document Accessibility Remediation Guide

Before we begin: We know that remediation can be challenging and technical work. It takes time to learn these tools, and that is completely normal.

However, this work is incredibly important. By making our documents accessible, we aren't just meeting legal requirements - we are ensuring that everyone, regardless of ability, has equal access to information. Accessible documents are better for everyone: they are searchable, easier to read on mobile devices, and clearer to understand. Thank you for your effort in making our content more accessible!

Working on a syllabus?
UF is using Simple Syllabus to manage syllabus content in an accessible format. We recommend using it instead of remediating standard documents. Students can easily print as needed, so there's no need to create a separate PDF. Learn more about the Simple Syllabus system.

Follow the steps below to determine the best workflow for making your documents accessible.

1. Does the file need to be available to the public?

Is the content outdated, internal-only, or redundant?

No (It is outdated or internal only)

Action: Remove or Relocate

We only need to remediate public files.

  • Delete the file if it is outdated.
  • Move the file to an internal folder (e.g., Departmental Teams) if it is for staff use only.
  • Remove any public links to the file.
Yes (It must be public)

Next Step

The file is public-facing and must be accessible.

Proceed to Step 2 ↓
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2. Do you have the original source file?

Do you have the original Word, PowerPoint, or Excel file before it was converted to PDF?

Yes, I have the original Microsoft file

Action: Remediate the Source

It is easier to fix accessibility in the original format.

  1. Open the document in Microsoft Word, PowerPoint, or Excel.
  2. Go to the Tools tab > Check Accessibility.
  3. The Accessibility Assistant pane will open.
  4. Follow the prompts to fix errors.
  5. Save the file and upload/replace the PDF version.
No, I only have the PDF

Next Step

Since the source file is unavailable, we must determine your software access.

Proceed to Step 3 ↓
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3. Do you have access to Adobe Acrobat Pro?

No, I do not have Adobe Acrobat Pro

Action: Convert via SensusAccess

Without Acrobat Pro, your best option is to convert the PDF to a Microsoft Word document and fix accessibility there.

  1. Visit UF’s SensusAccess Service.
  2. Upload your document.
  3. Step 2: Select "Accessibility conversion".
  4. Target format: Select "docx - Microsoft Word".
  5. Enter your email. The file will arrive in 5–30 minutes.

Note: If you don't see the email within 10 minutes, check your Junk/Spam folder. The sender will appear as "SensusAccess".

After receiving the file:

  1. Open the Word document. Check if formatting is preserved.
  2. Run the Check Accessibility tool in Word (Tools Header).
  3. Fix errors and save.
Yes, I have Adobe Acrobat Pro

Next Step

You have the necessary software. Now decide on the final format.

Proceed to Step 4 ↓
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4. Do you want to keep it as a PDF or convert to a Microsoft file?

Tip: Which format should I choose?
  • Choose Microsoft file for instructions, text-heavy reading, presentations, or spreadsheets.
  • Choose PDF for documents where the design, font, and layout must not change.
Convert to Microsoft file (Easier Remediation)

Action: Export to Microsoft file

Converting to a Microsoft file often makes remediation faster and easier than fixing a PDF. However, please be aware that the more complex the original file, the more likely it is that the automatic conversion will struggle to keep the formatting the same. If this is the case, you will need to fix the formatting on the converted document.

  1. Open the document in Adobe Acrobat Pro.
  2. Go to File > Export a PDF.
  3. Select Microsoft Word, Microsoft Excel, or Microsoft PowerPoint (depending on your format).

After receiving the file:

  1. Open the Microsoft document. Check if formatting is preserved.
  2. Run the Check Accessibility tool in Word (Review Tab).
  3. Fix errors and save.
Keep as PDF (Requires Adobe Acrobat Pro)

Action: Remediate the PDF

You can try remediating automatically using SensusAccess first, but the quality of the converted file depends on the quality of the original file. A well-formatted PDF is much easier to tag and automatically remediate for accessibility. Conversely, a complex PDF or badly scanned document may not provide the desired automated results. You will still need to run the Adobe Acrobat Pro Action to verify compliance.

Option A: Auto-Tag with SensusAccess (Optional First Step)

This step, if successful, can save a lot of time.

  1. Upload document to SensusAccess.
  2. Choose your Target format carefully:
    • Recommended: Select "pdf - Tagged PDF (text over image)". This places the recognized text on top of the image. The text will be much clearer and sharper, which is better for accessibility. (Note: Some logos or graphics may appear slightly blurry).
    • Alternative: "Image over text" better retains graphics and will still run OCR on the text, but does not sharpen it.
  3. Wait for the email (5-30 mins).
  4. Open the result in Adobe Acrobat Pro.
  5. Check the output from SensusAccess for formatting/text etc issues.
  6. Run the remediation action (see Option B below).

Option B: Run the Remediation Action

Whether you used SensusAccess or not, you must complete the process using the custom 'PDF Accessibility Help' Action.

1. Install the Tool

Download the Action File

  • Open Adobe Acrobat Pro.
  • Go to All Tools > Use Guided Actions.
  • Select Add and Manage > Actions > Import.
  • Select the downloaded file.
2. Run the Tool
  1. Open your PDF.
  2. Go to All Tools > Use Guided Actions.
  3. Click on PDF Accessibility Help (UF Libraries).
  4. Click Start.
  5. The Action will pause at each instruction. Click "Next" to continue after completing manual tasks.

Note on Perfection: Adobe Acrobat Pro can be challenging to use and we acknowledge this is difficult. We aren’t trying to be perfect with PDF remediation—some steps (like nesting) may fail automation. This is okay. Prioritize correct Language, Headings, and Alt Text. If a step is skipped, it likely passed automatically.

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