From Web Page to PDF: Ensuring Accessibility During the Conversion (Including Tags)

Vibe Check – Ensuring Accessibility When Converting Web Pages to PDFs

Converting website pages into PDF documents is a common practice for making content portable, printable, and easy to share. Whether it’s for offline reading, archiving, or distribution, PDFs serve as a static snapshot of online content. However, when this transformation from a dynamic web page to a static PDF occurs, it can lead to accessibility challenges if not done correctly.

Inaccessible PDFs can prevent people, particularly those with disabilities, from interacting with the content in a meaningful way. In this blog, we’ll explore what happens during the conversion of a web page into a PDF, the potential accessibility barriers—including the importance of tagging—and best practices for ensuring the end result remains usable for everyone.

Personal Story – A PDF Accessibility Wake-Up Call

Not long ago, someone reached out to me after realizing that their company’s downloadable PDFs weren’t accessible. They had spent time ensuring their website was WCAG-compliant, but when converting pages into PDFs, people using screen readers reported that the documents were difficult to navigate.

Headings were missing, images lost their alt text, and the reading order was completely out of place. Forms that were once interactive on the web became static, preventing users from filling them out independently. They asked, “Why does accessibility break down so much in a PDF, and how can we fix it?”

This experience reinforced an important lesson: accessibility doesn’t stop at the web—it extends to every format, including PDFs. By understanding what gets lost in conversion and how to fix it, they were able to ensure their PDFs were as accessible as their website.

Elevate the Vibe – Key Accessibility Challenges in PDF Conversion

1) Loss of Interactive Elements

The Problem: Web pages often contain forms, buttons, dynamic drop-down menus, and clickable elements. When converted to a PDF, these interactive elements become static and lose functionality, making navigation difficult for those using assistive technologies.

The Solution: If converting web-based forms, use tools that allow for fillable fields in the PDF. Programs like Adobe Acrobat can restore interactive functionality, ensuring people can still complete and submit forms electronically.

2) Flattened Navigation Structure

The Problem: Web pages are designed with structured navigation—menus, clickable links, and headers that help people move through the content. In a PDF, this structure can disappear, leaving a static document that is hard to browse.

The Solution: Ensure all headings are tagged properly and add bookmarks for easy navigation. Hyperlinks should remain functional so that people can still access external resources.

3) The Importance of Tags for Accessibility

The Problem: PDFs without tags become “flat” documents, making them unreadable by screen readers. Without proper tagging, people may hear text read out of sequence or be unable to navigate effectively.

The Solution: Tags define headings, paragraphs, images, lists, and tables, ensuring proper reading order for assistive technologies.

• Headings: Ensure that all headings are properly tagged for structured navigation.
• Alt Text for Images: Provide descriptive alt text for images to ensure accessibility.
• Lists and Tables: Use proper list and table tags so that relationships between content remain clear.

4) Inconsistent Text and Image Formatting

The Problem: Web pages adapt to different screen sizes and user preferences, whereas PDFs are static. Formatting inconsistencies can make PDFs difficult to read, especially for screen reader users.

The Solution: Use high-quality PDF conversion tools that support accessibility. Ensure the layout, logical reading order, and text formatting remain intact during the conversion process.

5) Missing Alt Text for Images

The Problem: On web pages, images are often accompanied by alt text for visually impaired users. When converted to a PDF, these descriptions can be lost, making the images inaccessible.

The Solution: Before converting the web page, ensure all images have descriptive alt text. After conversion, use a PDF editor to verify that alt text remains readable by screen readers.

6) Color Contrast and Font Readability

The Problem: During conversion, web design elements like color contrast and font accessibility may not transfer properly, reducing readability. Poor contrast or decorative fonts can make text harder to read.

The Solution: Stick to high-contrast color schemes (e.g., black text on a white background) and use readable fonts to ensure clarity. Avoid using color alone to convey meaning.

7) Loss of Metadata

The Problem: Web pages contain metadata (title, author, description) that assist search engines and screen readers in identifying content. This data may not transfer when converted to a PDF.

The Solution: Before finalizing the PDF, manually add metadata such as title, author, subject, and keywords using a PDF editor. This improves searchability and document identification for assistive technologies.

Vibe Boost – Testing the PDF for Accessibility

After converting a web page into a PDF, testing for accessibility is essential. This includes verifying alt text, tags, interactive elements, bookmarks, and metadata to ensure compliance.

• Use PDF accessibility checkers like Adobe Acrobat’s built-in tools or third-party tools like PDF Accessibility Checker (PAC).
• Test with screen readers (e.g., NVDA, JAWS, VoiceOver) to verify logical reading order and usability.
• Ensure all hyperlinks, headings, and forms remain functional.

Self-Reflection – Evaluating Your PDF Accessibility Practices

Consider these questions to assess your approach to accessible PDF conversion:

• Do you ensure that interactive elements remain functional after conversion?
• Are headings, lists, and tables correctly tagged for assistive technologies?
• Do your PDFs include descriptive alt text for images?
• Have you tested the readability and contrast of your PDFs?
• Is metadata retained and correctly added to improve searchability?

Reflect on these aspects and adjust your process to create more inclusive PDFs!

Vibe in Action – Best Practices for Accessible PDF Conversion

Now that you understand the challenges and solutions, here’s how you can ensure better PDF accessibility:

1. Apply What You’ve Learned

• Use conversion tools that support tagging and accessible formatting.
• Ensure the logical reading order remains intact post-conversion.

2. Share the Knowledge

• Educate your team about common accessibility pitfalls in PDF conversion.
• Advocate for proactive accessibility measures to prevent usability issues.

3. Keep Learning

• Follow WCAG guidelines for accessible document creation.
• Stay informed about PDF accessibility tools and legal requirements.

Vibing Out

Converting a web page into a PDF doesn’t have to compromise accessibility. By focusing on tagging, navigation, alt text, metadata, and formatting, you can create PDFs that remain usable and inclusive for everyone.

Accessibility isn’t just about compliance—it’s about ensuring equal access to information for all. Taking the time to follow best practices benefits a broader audience and improves the overall user experience.

Keep these principles in mind the next time you convert a web page to a PDF, and you’ll be well on your way to creating inclusive, user-friendly digital content.