Remediate Forms in Adobe Acrobat

Fillable. Readable. Accessible.

Creating forms in Adobe Acrobat can be straightforward, but ensuring they are accessible requires additional steps. Beyond simply adding form fields, you must include descriptive titles, proper tags, and a logical reading order to make the form usable for all users, including those relying on screen readers. 

A document's title and language is part of its metadata. Metadata is the descriptive information embedded within a file that helps identify and organize the document. This data is not visible to the eye; rather, it is contained within the code.

Additional metadata includes the author's name, a subject description, and keywords. This metadata helps users and systems quickly locate the document in a library, database, or search engine by matching the keywords to search queries. In Adobe Acrobat, this additional data can be entered in the same dialogue box as the document title.

Steps to Set the Document Title

In Windows

  1. Navigate to the Menu tab. 
  2. Select Document properties.
  3. In the Document Properties box, select the Description tab.
  4. Enter the title in the Title field. 

Screenshot of the location of the Document Properties option in Adobe Acrobat.

 

Screenshot of the Document Properties Dialogue Box. The title section is highlighted.

 

On Mac

  1. Navigate to the File tab. 
  2. Select Document properties.
  3. In the Document Properties box, select the Description tab.
  4. Enter the title in the Title field.

Screenshot of the location for the Document Properties option.

 

Screenshot of the Document Properties Dialogue Box. The title section is highlighted.

 

 

Steps to Set the Document Language

In Windows

  1. Navigate to the Menu tab. 
  2. Select Document properties.
  3. In the Document Properties box, select the Advanced tab.
  4. Enter the language in the Language field under Reading Options. 

Screenshot of the location of the Document Properties option in Adobe Acrobat.

 

Screenshot of the Document Properties Dialogue Box. The Language section is highlighted.

 

On Mac

  1. Navigate to the File tab. 
  2. Select Document properties.
  3. In the Document Properties box, select the Advanced tab.
  4. Enter the language in the Language field under Reading Options. 

Screenshot of the location for the Document Properties option.

 

Screenshot of the Document Properties Dialogue Box. The Language section is highlighted.

Some PDF security settings may prevent screen reader users from accessing accessibility features. Check your security permissions in Document Properties to ensure that “Protected View” and “Enhanced Security” is disabled. For most documents, the "No Security" option is preferred.

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To create a form in Adobe Acrobat, you must add form fields to your document. This can be done in two ways: automatically using Acrobat’s form field detection tool or manually by adding fields yourself. Adobe Acrobat's automatic detection tool is generally effective in identifying form fields. We recommend using this tool first. Once form fields have been identified, you can always go back in and manually add missing form fields or edit existing ones. 

Automatic Form Field Detection

  1. Open the Prepare a Form tool. 
  2. Enable form field detection. If a dialog box appears asking if the document is a fillable form, select Yes, Detect Form Fields.
  3. All detected form fields will be selectable and include placeholder text.

Screenshot of the Prepare a Form option.

 

Screenshot of automatically detected form fields.

 

Manually Adding Form Components

When manually adding form fields, you have a variety of options to choose from. These include

  • Checkboxes
  • Radio button
  • Drop down lists
  • List boxes
  • Buttons
  • Field dates
  • Digital signatures

All of these options can be accessed in the Prepare a Form window. 

Screenshot of the form components in Adobe Acrobat.

Automatically generated form fields will have generic placeholder text like Text Box 1, Text Box 2, etc. It is imperative that form creators replace this text with descriptive labels. This ensures that screen reader users can pair empty form fields with associated text. Without descriptive form fields, screen reader users may struggle to navigate and complete the form accurately. In addition to a descriptive title, best practices recommend that form creators add tooltips. Tooltips provide guidance on how to fill out a form field.  For example, a form field labeled Date is informative, but it does not provide guidance on the specific format required.  A good tooltip might be Type out your date in MM/DD/YYYY format.

Add Descriptive Titles and Tooltips

  1. Right click on a form field box.
  2. Select Properties from the menu.
  3. Type in a descriptive title in the Name box.
  4. Type in helpful instructions in the Tooltip box.

Screenshot of where to re-title a form field.

 

Screenshot of the text box in which a form field's title should be added.

Run the Accessibility Checker to test for accessibility issues. This checker verifies if your document conforms to prevailing accessibility standards, such as PDF/UA and WCAG 2.1. It will prompt you to fix any issues it finds. Running the Accessibility Checker should be both one of the first and last things you do in a PDF. For more information, see Adobe Support's documentation on Verifying PDF Accessibility.

Launch the Accessibility Checker

  1. Navigate to the All tools option.
  2. Select Prepare for accessibility. 
  3. Select Check for accessibility. The Accessibility Checker Option dialogue box will appear. 
  4. Click Start Checking at the bottom of the Accessibility Checker Option dialogue box. The Accessibility Checker pane will open on the right-hand side of the screen.

Screenshot of the Prepare for Accessibility option under All Tools.

 

 

 

Screenshot of the Check for Accessibility option.

 

 

Screenshot of the Accessibility Checker Options dialogue box.

 

 

Screenshot of the Accessibility Checker Panel on the right.

Tagging PDFs is crucial for document accessibility. Document tags provide an underlying formatting structure that defines the document's layout and enables screen readers to navigate the content more effectively. These tags make it possible for screen readers to identify elements such as headings, lists, tables, etc.

For more information on how to tag your document, see the tutorials section on tagging PDFs in Adobe Acrobat Pro.

Once all form fields have been added, you will need to tag them appropriately. Form fields are labeled automatically as Unmarked Annotations, so they will not appear in the Content, Tags, or Reading Order menus. 

Add Tags to Form Fields

  1. Open the Tags display pane in the Side Panel menu.
  2. Click on the three dots in the upper right-hand corner, indicating menu options.
  3. Choose the option labeled Find.
  4. Choose Find: Unmarked Annotations from the drop-down list.
  5. Select Search Document.
  6.  Click on the Find button.
  7. Found elements will be highlighted in pink. Tag Elements for all found elements. 

Screenshot of the menu options you will need to go through to tag form fields.

 

Screenshot of the dialogue box for searching for unmarked annotations in Adobe Acrobat.

 

Screenshot of the Find Unmarked Annotations Button

 

Screenshot of the Tag Element button for unmarked annotations in Adobe Acrobat.

After checking both your labels and tag structure, you will need to ensure the reading order of the form fields is correct. Begin by enabling the setting that displays the form field tab numbers; this will help evaluate their sequence.  This will help you assess the correct reading order. If the form fields are out of order, you can re-order them by simply dragging and dropping them into the correct order. 

Show Form Field Tab Numbers
  1. Open the Fields display pane in the Side Panel menu.
  2. Click on the three dots in the upper right-hand corner, indicating menu options.
  3. Choose the option labeled Show Tab Numbers.

Use these numbers to help you re-order your form fields within the Fields display menu. 

Screenshot of how to enable display of form field tags.

 

Screenshot of the form field pane where you can re-order tabs.

 

Reading order and tag structure are closely related. A document's reading order is the sequence in which content tags are read. A correct tag tree ensures a logical reading order, which is crucial for screen readers and assistive technology. Ensuring the correct reading order prevents potential confusion, as the visual layout may not always match the intended reading order. Complex layouts, particularly those with tables or multi-column designs, can disrupt the intended reading order.

For more information on how to tag your document, see the tutorials section on Reading Order in Adobe Acrobat Pro.

If your document contains images, they must first be tagged as figures. Once an image has been tagged, you can add alternative text from the Accessibility Tool bar.

  1. Select Prepare for Accessibility from the Tools menu.
  2. Select Add Alternate Text from the Accessibility toolbar.
  3. Add a clear description in the Text field box.

Screenshot of where to find the Prepare for Accessibility Option.

 

 

Screenshot of what options the Accessibility Toolbar contains.

 

 

Screenshot of the text field box where you can enter alternative text.

 

Tutorials for Tagging in Adobe Acrobat

Tagging in Adobe Acrobat can be challenging, but it is essential for making PDFs accessible. Below is a starting point to help you understand the basics of tagging.

For additional guidance, consider watching video tutorials that demonstrate tagging techniques step by step. These resources can provide visual examples of how to properly tag elements such as headings, paragraphs, lists, and images.

Container / Group Tags 

Container tags help group other tags. These tags are not required, but they can be useful in organizing page structure and improving document navigation. All container and group tags exist under the <Document> tag.

Tag Name Purpose Image
<Document> Document  Main document tag under which all tags are nested Screenshot of tag nesting for Document Tag in Adobe Acrobat.
<Part> Part Divides the document into major sections (e.g., chapter or report)  Screenshot of tag nesting for Part Tag in Adobe Acrobat.
<Sect> Section Divides parts of a document into groups

Screenshot of tag nesting for Section Tag in Adobe Acrobat.

 

Text Tags

Text tags designate text elements utilized in the body of the document. They define and structure document elements, creating hierarchy and improving content readability and navigation.

Tag Name Purpose Image
<H1> Heading 1 A document's title Screenshot of tag nesting for Heading Tag in Adobe Acrobat.
<H2> Heading 2 Main level heading Screenshot of tag nesting for Heading 2 Tag in Adobe Acrobat.
<H3> - <H6> Heading 3 - Heading 6 Subheadings  Screenshot of tag nesting for Headings 3-6 Tags in Adobe Acrobat.

<P> Paragraph Body text Screenshot of tag nesting for Paragraph Tag in Adobe Acrobat.
<BlockQuote> Quote Quote contained in its own paragraph Screenshot of tag nesting for Blockquote Tag in Adobe Acrobat.
<L> List Tag under which all list items are nested Screenshot of tag nesting for List Tag in Adobe Acrobat.
<LI> List Item Contains list item elements <Lbl> and <LBody> Screenshot of tag nesting for List Item Tag in Adobe Acrobat.
<Lbl> Label The number or bullet character associated with a list item Screenshot of tag nesting for List Label Tag in Adobe Acrobat.
<LBody> Label Body Text associated with a list item Screenshot of tag nesting for List Label Body Tag in Adobe Acrobat.
<Link> Hyperlink Link to a webpage or document Screenshot of tag nesting for Link Tag in Adobe Acrobat.
<OBJR> Object Reference Nested under a <Link> tag; it is the active URL link Screenshot of tag nesting for Object Reference Tag in Adobe Acrobat.
<TOC> Table of Contents Tag under which all Table of Contents entries are nested Screenshot of tag nesting for Table of Contents Tag in Adobe Acrobat.
<TOCI> TOC Item Entry within a table of contents; it houses the <Reference> and <Link> tags.  Screenshot of tag nesting for Table of Contents Item Tag in Adobe Acrobat.
<Reference> Reference  Internal link (e.g., footnote or TOC) Screenshot of tag nesting for Reference Tag in Adobe Acrobat.

 

Table Tags

Table tags are structural elements specific to creating tables. While tables exist in the body of a document and contain text elements, they are distinct from the body text. Table tags are used to define table structure, creating the grid-like layout we see here. 

Tag Name Purpose Image
<Table> Table Tag under which all table tags are nested Screenshot of tag nesting for Table Tag in Adobe Acrobat.
<TR> Table Row Groups items in a table row Screenshot of tag nesting for Table Body Tag in Adobe Acrobat.
<TH> Table Header Heading cells within a row Screenshot of tag nesting for Table Header Tag in Adobe Acrobat.
<TD> Table Data Data cells with a row Screenshot of tag nesting for Table Data Cell Tag in Adobe Acrobat.

 

Figure Tags

Figure tags contain all image-related content. Therefore, all figure tags should have descriptive alternative text embedded into the tag. Images tagged as <Artifact> will have no place to input alternative text. 

Tag Name Purpose Image
<Figure> Figure Photo or graphic (e.g., logo, illustration, photo, map, chart, etc.) Screenshot of tag nesting for Figure Tag in Adobe Acrobat.
<Formula> Formula Mathematical formula Screenshot of tag nesting for Formula Tag in Adobe Acrobat.

 

Adobe Acrobat allows you to customize the side panel menu to view your frequently used tools.

Add Tags Window to Side Menu

  1. Navigate to the View menu.
  2. Select (Windows) or hover over (mac) the Show/Hide option; A sub-menu should appear.
  3. Select or hover over Side Panels. A second sub-menu should appear.
  4. Select Accessibility Tags. 

The Tags window should now show in your side panel menu on the right side of the screen. Tags will be displayed in order from top to bottom. Review all tags to ensure proper semantic structure and reading order. 

View Tag Tree in Adobe Acrobat

 

 

Tag Panel in Adobe Acrobat

Change an Existing Tag

  1. Open the Tags window in the Side Panel menu.
  2. Navigate to the three dots in the corner of your Tags window, indicating menu options.
  3. Select Reading Order. The Reading Order tool dialogue box should open. In this box, you can designate content tags. Correctly designating tags creates a logical reading order.
  4. Click on the content box you would like to change. 
  5. Select a new tag. 

Reading Order Option in Tags Panel

 

 

Change Tag in Acrobat

 

 

Change Tag in Adobe Acrobat

Drag and Drop

  1. Open the Tags window in the Side Panel menu.
  2. Select the tag you would like to move.
  3. Drag and drop the tag. As you drag the tag, a black line will appear. This line indicates places you may drop the tag. 

Cut and Paste

  1. Open the Tags window in the Side Panel menu.
  2. Select the tag you would like to move.
  3. Navigate to the three dots in the corner of your Tags window, indicating menu options.
  4. Select Cut.
  5. Right click on the tag that you want to move your cut tag above.
  6. Navigate to the three dots in the corner of your Tags window, indicating menu options.
  7. Select Paste.

The cut tag will now be pasted above the tag you selected. 

Cut Tag in Adobe Acrobat

 

 

Paste Tag in Adobe Acrobat

Delete Tags

  1. Open the Tags window in the Side Panel menu.
  2. Select the tag you would like to delete.
  3. Navigate to the three dots in the corner of your Tags window, indicating menu options.
  4. Select Delete Tag.  

Delete Tag in Adobe Acrobat

Manually Tag a Document

  1. Navigate to the Tags window in the Side Panel menu.
  2. Click on the three dots in the corner of your Tags window, indicating menu options.
  3. Select Create Tags Root.  
  4. Navigate back to the three dots in the corner of your Tags window.
  5. Select Reading Order. The Reading Order tool dialogue box should open. In this box, you can designate content tags.
  6. Use your mouse to drag a box around the content you want to tag. Pink lines should demarcate which text has been selected.
  7. Once the text is selected, choose which tag you would like to apply.
  8. Once a tag has been selected, the content will be numbered, and it will show up in the Tags Pane

Create Tags in Adobe Acrobat

 

 

Reading Order Panel in Adobe Acrobat

 

 

Manually Tag in Adobe Acrobat

 

 

Tag Panel in Adobe Acrobat

Autotag a Document
  1. Open the Tags window in the Side Panel menu.
  2. Click on the three dots, indicating menu options.
  3. Select Autotag document. This option only appears if there are no document tags available.  

Autotag Documents in Adobe Acrobat

Important: While autotagging seems like the simple option, it can create trouble. Review all tags to ensure proper semantic structure and reading order. 

Tutorials for Reading Order in Adobe Acrobat

Establishing the correct reading order is a key step in ensuring PDF accessibility, especially for screen reader users. The resources below introduce the basics of setting the reading order. For further support, explore video tutorials that walk through the process of checking and adjusting reading order in Adobe Acrobat. 

Adobe Acrobat allows you to customize the side panel menu to view your frequently used tools. To add the Reading Order Window to your side panel:

  1. Navigate to the View menu.
  2. Select (Windows) or hover over (mac) the Show/Hide option. A sub-menu should appear.
  3. Select or hover over Side Panels. A second sub-menu should appear. 
  4. Select Order. Here, you can also select the three most frequently used tools: Tags, Order, and Bookmarks.

Screenshot of how to locate the Show / Hide option in Adobe Acrobat.

 

Screenshot of how to access windows to add to the Side Panel.

There are two ways to access the Reading Order tool.

Option 1

  1. Navigate to the All tools menu. 
  2. Click View more at the bottom.
  3. Scroll down the menu and select Prepare for Accessibility.
  4. Select Fix Reading Order.
  5. The Reading Order tool dialog box should open. In this box, you can designate content tags. Correctly designating tags creates a logical reading order.

Screenshot of the View More option in the All Tools section.

 

Screenshot of the Prepare for Accessibility option under the All Tools menu.

 

Screenshot of the Reading Order dialogue box.

 

Option 2

  1. Navigate to the Order option in the side panel. This is the side panel we set up in the beginning. 
  2. Click on the three dots, indicating menu options.
  3. Select the Show reading order panel option.

Screenshot of the Reading Order option in the Side Panel.

 

Screenshot of the show Reading Order panel option.

 

Screenshot of the Reading Order dialogue box

For documents that have no document structure set (Reading order and/or Tags), use the Reading Order tool dialog box to tag and order content. 

  1. Position the Reading Order tool dialog box to the side of the document. 
  2. Use your cursor to drag a box around the content you want to tag. Pink lines should demarcate which text has been selected.
  3. Choose which tag you would like to apply.

  4. Once a tag has been selected, the content will be numbered, and it will show up in the Reading Order Pane.

  5. The tag pane will also indicate how the content has been tagged.

Screenshot of content that has been selected by dragging the cursor around.

 

Screenshot of where content is located in the Reading Order Pane once it is tagged.

 

Screenshot of where content is added in the Tags Pane once tagged.

 

Edit the Tag Associated with Content

  1. Select the pre-tagged /ordered content (numbered content highlighted in gray).
  2. Select a new tag from the Reading Order tool dialog box.

Screenshot of the Reading Order dialogue box.

 

Edit the Order Content is Read In

  1. Navigate to the Order Panel in the side bar.
  2. Click on the numbered content block.
  3. Drag and drop the content into the order you desire.

Screenshot of content in the Reading Order pane.

 

Resources

Consult the Accessibility Resource Index to find help articles on common accessibility issues in Adobe Acrobat Pro.

Accessibility Resource Index

Deque University

As part of its effort to meet the Title II ADA Digital Accessibility requirements, UND has partnered with Deque University to provide an expansive selection of on-demand digital accessibility training modules to all UND employees. Explore accessibility in Adobe Acrobat by taking the self-paced trainings, Basic PDF Accessibility and Advanced PDF Accessibility. 

Basic PDF Accessibility

ADVANCED PDF ACCESSIBILITY

External Resources

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