Overview

Adobe InDesign can be used to create accessible PDFs and EPUB publications, but accessibility does not happen automatically during an export to PDF. Authors must build meaningful accessibility structures into the InDesign file, export it with the correct settings, and inspect the finished document in Adobe Acrobat Pro.

If your material does not require a fixed visual layout, consider publishing it as a Canvas page or another HTML format. HTML is generally easier to navigate, enlarge, update, and use on mobile devices than PDF. Section508.gov similarly recommends prioritizing HTML when a PDF is not necessary.

Before you Begin -- Is InDesign the Right Format?

InDesign may be appropriate for:

Brochures, reports, magazines, and visually designed publications
Materials intended for both print and digital distribution
Documents that require precise page layout

Consider a Canvas page, Word document, or other format when:

The information changes frequently
Readers need to resize or reflow substantial amounts of text
The document contains complicated tables or forms
The visual layout is not essential to understanding the content

Build Accessibility into the InDesign File

Document Title and Metadata

To apply metadata in InDesign, click File, then File Info. From here, you can give the document a title and list the author.

Structure and headings

Important: Do not create a heading by changing only its font, size, or color!

Open Window > Styles > Paragraph Styles.
Create and apply a paragraph style for each heading level.
Open the Paragraph Styles panel menu and choose Edit All Export Tags.
Under PDF, map each heading style to H1, H2, H3, and so on.
Use H1 for the document title. Use the remaining levels in order without skipping levels.

Images and graphics

To meet accessibility requirements, meaningful images require alt-text, while non-meaningful images can be marked as decorative.

To add alt text to an image:

In the menu, select Object, then Object Export Options to open a new panel.
Select Custom in the drop-down menu next to Alt-Text Source.
Write your own alt-text in the blank box below.

Reading order

Reading order is the sequence in which a screen reader presents the content on a page. Set a logical reading order so that headings, paragraphs, images, captions, and other elements make sense when read aloud.

Click Window, then Articles.
Select the content you wish to add to the reading order.
Click the + symbol at the bottom of the window to create a new article (Ctrl & +).
Give the article a name.
Confirm that Include when Exporting is selected.
Click Ok. Your new article will appear within the Articles window
In the Articles window, click the three lines located in the top right.
Select Use for Tagging Order in Tagged PDF. This tells InDesign to use your created sequence of articles for the logical reading order.

Color Contrast

Color contrast is the difference in brightness between text and its background. Sufficient contrast makes text easier to read, particularly for people with low vision or color-vision disabilities.

Under WCAG Level AA, regular-sized text must have a contrast ratio of at least 4.5:1. Large text—at least 18-point regular or 14-point bold—must have a contrast ratio of at least 3:1. WebAIM’s Contrast Checker can help you test the colors used in your document.

Learn more about WCAG contrast requirements.

Find the hexadecimal, or hex, values for the text color and its background color.
Enter the text color under Foreground and the background color under Background.
Review the contrast ratio and the applicable WCAG AA result:
1. For regular-sized text, confirm that Normal Text – WCAG AA passes.
2. For large text, confirm that Large Text – WCAG AA passes.
If the color combination does not pass, adjust one or both colors until the required contrast ratio is met.

Bookmarks

Bookmarks are a helpful and important tool for accessibility, as it allows for quick navigation between bookmarked lines.

Highlight the text you wish to bookmark.
Navigate to Window > Interactive > Bookmarks,
Select Create New Bookmark.

Lists

Lists should be created using automatic list tools or paragraph styles instead of manually typing in numbers, bullets, or dashes. Converting text to lists using these methods generates the tag structure required for screen readers to identify and properly read certain content as an ordered or unordered list.

Method 1:

Select your desired text
Open the Properties panel
Under Bullets and Numbering, select your desired list label (Bulleted List, or Numbered List)

Method 2:

Open the Paragraph Styles window (Window > Styles > Paragraph Styles).
Click the Create New Style icon at the bottom of the window.
Double click the newly created style to open the Paragraph Styles Options.
Assign the style a name.
Click the Bullets and Numbering tab on the left.
Change the List Type from None to Bullets or Numbers.
Click Ok and apply that style to your selected text.

Hyperlinks

Select the desired text or content,
Click Type > Hyperlinks & Cross-References > New Hyperlink.
Select which kind of hyperlink you wish to make.
Add the information your specific hyperlink requires under Destination.

Hyperlink Alt-text

Click Accessibility
Enter your text in the Alt Text / ARIA Label text box. Alternative text for hyperlinks must be short, but descriptive that properly describes the origin of the link and where it directs.

Tables

Tables are a sufficient tool for organizing data in a clean format. For accessibility needs, tables should only be used for containing data rather than other content. Keep the layout and design of tables simple, as complex tables with merging or splitting cells can confuse screen readers.

Designating the top row of your table as a header row can immediately improve that table’s accessibility.

Highlight your desired table,
Select Table > Table Options > Table Setup to assign certain rows as headers.

Export an Accessible PDF

Navigate to File, then Export.
Choose where you want to save your document.
Click on the dropdown menu next to Save as type and select Adobe PDF (Interactive) as your file type.
Click Save; another menu will appear where you can edit the properties of the exported document.
Find Create Tagged PDF under options and click the check box next to it.
Click Export.

Check the Exported PDF in Acrobat Pro

While InDesign is excellent for building accessible documents, you may need to verify tag structure or fix contrast issues directly in the final document. For step-by-step instructions on running the accessibility checker, setting reading order, and fixing tagged parameters, visit the Acrobat fundamentals section of the Digital Accessibility Training Hub.

For broader guidelines on building WCAG compliant documents or further information on how to use Acrobat's accessibility features, visit Adobe's Acrobat help section on their website.

When to Request Additional Assistance

Creating an accessible PDF in InDesign can become complicated, particularly when a document has a highly visual or interactive design. Contact the Digital Accessibility team (dist.accessibility@seattlecolleges.edu) as early as possible if:

The document contains complex tables, forms, charts, infographics, multiple columns, or interactive elements.
The exported PDF does not work as expected with a keyboard or screen reader.
Acrobat’s Accessibility Checker identifies problems you cannot resolve.
You only have a PDF or scanned copy and do not have the original InDesign source file.
The document will be widely distributed, used repeatedly, or published on a public website.
The document is needed to fulfill an accommodation request.
You are unsure whether PDF is the best format. An accessible webpage, Word document, or other format is largely preferred over PDFs.

Whenever possible, request assistance before the design is finalized. Include the InDesign source file and its linked files, a draft PDF, the intended audience, the publication deadline, and a description of any accessibility concerns you have identified.

Resources

Adobe InDesign Desktop Help: Contains multiple guides on InDesign aspects, such as inserting tables & adding media.

InDesign Help Guides

Written by: Che Onwualu, 2026