DEV Community

Calum
Calum

Posted on • Originally published at revisepdf.com

Creating Proper Document Structure for Screen Readers

#pdf #a11y #webdev

Creating Proper Document Structure for Screen Readers

Document structure is the foundation of PDF accessibility. While sighted users can quickly scan a page to understand its organization, screen reader users rely entirely on the document's underlying structure to navigate, understand content hierarchy, and efficiently access information. Without proper structure, PDFs become confusing mazes of disconnected content that frustrate users and create barriers to information.

This comprehensive guide explores the principles and techniques for creating well-structured PDF documents that work effectively with screen readers and other assistive technologies.

Understanding Document Structure and Its Importance

Before diving into specific techniques, let's understand what document structure means and why it matters:

What Is Document Structure in PDFs?

Document structure provides the framework for content organization:

  1. Technical Definition:

    • Logical organization of content through PDF tags
    • Hierarchical arrangement of elements
    • Reading order definition
    • Relationships between content components
    • Semantic markup of different content types

  2. Key Structural Elements:

    • Document title and metadata
    • Headings and subheadings
    • Paragraphs and text blocks
    • Lists (bulleted, numbered, definition)
    • Tables with proper headers
    • Figures with alternative text
    • Form fields with labels
    • Links with descriptive text

  3. The Tag Tree:

    • Hierarchical representation of document structure
    • Defines parent-child relationships
    • Determines reading order
    • Identifies content types
    • Provides semantic information to assistive technology

How Screen Readers Use Document Structure

Understanding the screen reader experience:

  1. Navigation Methods:

    • Heading navigation (jumping between sections)
    • List navigation (moving through items)
    • Table navigation (moving between cells)
    • Link navigation (finding interactive elements)
    • Page navigation (moving between pages)
    • Search functionality (finding specific content)

  2. Content Interpretation:

    • Announcing content type (heading, list, table, etc.)
    • Providing context for content elements
    • Indicating hierarchical level of headings
    • Describing relationships between elements
    • Reading content in the correct order

  3. User Experience Impact:

    • Efficiency in finding specific information
    • Understanding document organization
    • Comprehending content relationships
    • Maintaining orientation within the document
    • Successfully completing tasks (forms, following links)

Common Structural Problems for Screen Reader Users

Understanding what goes wrong without proper structure:

  1. Reading Order Issues:

    • Content read in illogical sequence
    • Multi-column text read across columns
    • Sidebars interrupting main content
    • Footnotes read mid-paragraph
    • Headers/footers disrupting content flow

  2. Missing Context and Relationships:

    • Unable to determine heading levels
    • List items not identified as lists
    • Table cells without header associations
    • Form fields without labels
    • Images without descriptions

  3. Navigation Barriers:

    • No way to jump between sections
    • Unable to scan document structure
    • Difficulty finding specific information
    • No way to understand document organization
    • Excessive time needed to locate content

Creating Structured Documents from Source Files

Building accessibility from the beginning:

Microsoft Word to Structured PDF

Creating accessible PDFs from Word documents:

  1. Heading Structure in Word:

    • Use built-in heading styles (Heading 1, Heading 2, etc.)
    • Maintain logical hierarchy (don't skip levels)
    • Use styles panel to verify structure
    • Run accessibility checker to verify headings
    • Avoid fake headings (just bold or large text)

  2. Lists and Tables in Word:

    • Use built-in list formatting (bullets, numbering)
    • Create tables with the table tool
    • Define header rows in tables
    • Avoid using tabs or spaces for visual alignment
    • Keep tables simple when possible

  3. Exporting to PDF:

    • Use "Save as PDF" with "Document structure tags for accessibility" option
    • Check "Create bookmarks using Headings"
    • Set document properties (title, language, etc.)
    • Verify PDF structure after conversion
    • Test with accessibility tools

Adobe InDesign to Structured PDF

Creating accessible PDFs from professional publishing software:

  1. Structured Content in InDesign:

    • Use paragraph styles for headings and text
    • Create proper style hierarchy
    • Use the Articles panel to define reading order
    • Add alt text to images
    • Create proper table structures

  2. Reading Order Control:

    • Use the Articles panel to define content sequence
    • Drag content into the Articles panel in logical order
    • Ensure all content is included
    • Test reading order with screen readers
    • Adjust as needed before export

  3. Export Settings for Accessibility:

    • Use "Export to PDF (Print)" with accessibility options
    • Check "Create Tagged PDF"
    • Enable hyperlinks and bookmarks
    • Set appropriate compression without losing quality
    • Verify structure in resulting PDF

Other Authoring Tools

Accessibility considerations for other document sources:

  1. PowerPoint Presentations:

    • Use built-in slide layouts
    • Define reading order in the selection pane
    • Add alt text to all visuals
    • Use meaningful hyperlink text
    • Export with "Document structure tags for accessibility"

  2. Google Docs and Other Cloud Platforms:

    • Use heading styles consistently
    • Create proper lists and tables
    • Add alt text to images
    • Use platform-specific accessibility features
    • Test exported PDFs thoroughly

  3. HTML to PDF Conversion:

    • Start with well-structured HTML
    • Use proper heading tags (h1, h2, etc.)
    • Ensure logical reading order
    • Include proper alt text
    • Use conversion tools that preserve structure

Fixing Structure in Existing PDFs

Remediation techniques for improving document structure:

Using Adobe Acrobat Pro

Professional tools for structure remediation:

  1. Assessing Current Structure:

    • View the Tags panel to examine existing structure
    • Use the Reading Order tool to visualize current order
    • Run the Accessibility Checker to identify issues
    • Check the Order panel for content sequence
    • Test with screen readers to identify problems

  2. Adding and Editing Tags:

    • Use the Tags panel to add missing tags
    • Change tag types to appropriate elements
    • Reorder tags to fix reading sequence
    • Add alternative text to figures
    • Create proper table structures

  3. Using the Reading Order Tool:

    • Open Tools > Accessibility > Reading Order
    • Define content regions and types
    • Set reading order sequence
    • Fix basic structural issues
    • Address complex content areas

Using RevisePDF for Structure Enhancement

Online tools for improving document structure:

  1. Structure Remediation Features:

    • Visit RevisePDF.com
    • Upload your PDF document
    • Use structure enhancement tools:
      • Add or edit document tags
      • Fix reading order issues
      • Create proper heading structure
      • Improve table accessibility
      • Add missing structural elements

  2. Reading Order Optimization:

    • Visualize current reading sequence
    • Drag and drop to reorder content
    • Fix multi-column issues
    • Address sidebars and callouts
    • Create logical content flow

  3. Advantages of RevisePDF:

    • No software installation required
    • Works on any device with a web browser
    • Intuitive interface for structure tasks
    • Visual tools for reading order
    • Comprehensive structure verification

Manual Tag Editing Techniques

Advanced approaches for complex documents:

  1. Tag Tree Manipulation:

    • Understand tag hierarchy principles
    • Create parent-child relationships
    • Nest elements appropriately
    • Maintain logical structure
    • Test results with screen readers

  2. Handling Complex Layouts:

    • Address multi-column text
    • Fix sidebars and pull quotes
    • Manage footnotes and endnotes
    • Handle complex tables
    • Structure forms properly

  3. Artifact Designation:

    • Identify decorative elements
    • Mark page numbers and running headers
    • Handle background images
    • Address repeated elements
    • Remove non-essential content from reading order

Key Structural Elements for Accessibility

Essential components of well-structured documents:

Heading Structure

Creating navigable document organization:

  1. Proper Heading Hierarchy:

    • Start with a single H1 (document title)
    • Use H2 for major sections
    • Use H3 for subsections of H2
    • Continue logical nesting pattern
    • Never skip heading levels (e.g., H2 to H4)

  2. Heading Implementation:

    • Use actual heading tags, not just visual formatting
    • Ensure headings reflect document organization
    • Keep headings concise and descriptive
    • Use headings for structural organization, not emphasis
    • Test navigation by headings with screen readers

  3. Common Heading Mistakes:

    • Skipping heading levels
    • Using visual formatting instead of proper tags
    • Inconsistent heading usage
    • Too many or too few headings
    • Headings that don't reflect content

Lists and Tables

Structuring collections of information:

  1. Accessible Lists:

    • Use proper list tags (L, LI, Lbl, LBody)
    • Identify list type (bullet, numbered, definition)
    • Ensure items are grouped under parent list
    • Maintain proper nesting for sublists
    • Test list navigation with screen readers

  2. Accessible Tables:

    • Use proper table tags (Table, TR, TH, TD)
    • Identify header cells with TH tags
    • Set row and/or column scope for headers
    • Avoid complex merged cells when possible
    • Include table summary for complex tables

  3. Common Structure Mistakes:

    • Using spaces or tabs to create visual lists
    • Creating tables with text and spaces
    • Missing table headers
    • Overly complex table structures
    • Tables used for layout rather than data

Reading Order

Ensuring logical content sequence:

  1. Reading Order Principles:

    • Content should flow logically from start to finish
    • Match visual layout order when appropriate
    • Handle multi-column text properly
    • Address sidebars and callouts appropriately
    • Ensure footnotes don't interrupt main content

  2. Testing Reading Order:

    • Use the Order panel in Acrobat
    • Test with screen readers
    • Check content sequence in Tags panel
    • Verify logical flow throughout document
    • Test different document sections

  3. Fixing Common Reading Order Problems:

    • Reorder tags in the Tags panel
    • Use the Reading Order tool to redefine sequence
    • Address column breaks properly
    • Fix footnote and sidebar interruptions
    • Ensure proper page-to-page flow

Language Specification

Ensuring proper content pronunciation:

  1. Document Language:

    • Set primary document language
    • Use correct language codes
    • Set in document properties
    • Verify language is properly identified
    • Test with screen readers

  2. Language Changes:

    • Mark sections in different languages
    • Use language attributes on specific tags
    • Ensure proper pronunciation of foreign terms
    • Consider multilingual document needs
    • Test pronunciation with screen readers

  3. Implementation Methods:

    • Set document language in authoring tools
    • Use language properties in Acrobat
    • Edit language attributes in tag properties
    • Use RevisePDF language tools
    • Verify language settings after conversion

Testing Document Structure

Verifying your document works with assistive technology:

Automated Structure Testing

Using tools to identify structural issues:

  1. Adobe Acrobat Accessibility Checker:

    • Run the Full Check feature
    • Review "Document" and "Page Content" categories
    • Identify tagging and reading order issues
    • Check logical structure problems
    • Address flagged issues systematically

  2. Online Structure Verification:

    • RevisePDF structure verification
    • PAC (PDF Accessibility Checker)
    • Other specialized PDF checking tools
    • WCAG-specific validation tools

  3. Limitations of Automated Testing:

    • Cannot fully assess reading order logic
    • May miss contextual structure issues
    • Cannot completely verify heading logic
    • Human testing still necessary

Screen Reader Testing

Real-world verification with assistive technology:

  1. Basic Screen Reader Testing:

    • Navigate by headings (H key in NVDA/JAWS)
    • Move through lists (L key)
    • Navigate tables (T key, then arrow keys)
    • Check reading order (arrow keys)
    • Verify form controls (Tab key)

  2. Testing with Different Screen Readers:

    • NVDA (free, Windows)
    • JAWS (commercial, Windows)
    • VoiceOver (built into macOS and iOS)
    • TalkBack (Android)
    • Consider different user settings and modes

  3. Structured Testing Approach:

    • Create test scenarios based on document purpose
    • Verify key information is accessible
    • Test navigation between sections
    • Check complex content areas
    • Document and address issues found

Common Structure Issues and Fixes

Addressing typical problems:

  1. Missing or Incomplete Tags:

    • Add tags to untagged content
    • Fix incorrectly tagged elements
    • Ensure all content is included in tag tree
    • Address complex elements like forms and tables
    • Verify complete document coverage

  2. Reading Order Problems:

    • Reorder tags to match logical reading sequence
    • Fix column order issues
    • Address footnotes and sidebars
    • Correct table reading direction
    • Ensure proper page transitions

  3. Heading Structure Issues:

    • Fix missing or skipped heading levels
    • Create proper heading hierarchy
    • Convert visual headings to actual heading tags
    • Ensure headings reflect document organization
    • Test navigation by headings

Advanced Structure Techniques

Handling complex document elements:

Complex Tables

Making complicated data accessible:

  1. Header Cell Associations:

    • Identify all header cells with TH tags
    • Set appropriate scope attributes (row/column)
    • Handle merged cells properly
    • Create header IDs and cell associations for complex tables
    • Test table navigation with screen readers

  2. Table Summaries and Captions:

    • Add table summary for complex tables
    • Include captions that explain table purpose
    • Provide context for data interpretation
    • Consider simplified alternatives for very complex tables
    • Test comprehension with screen readers

  3. Complex Table Alternatives:

    • Consider breaking into multiple simpler tables
    • Provide alternative text descriptions
    • Create accessible data visualizations
    • Offer downloadable data in accessible formats
    • Test different approaches for effectiveness

Forms and Interactive Elements

Ensuring usable interactive content:

  1. Form Field Structure:

    • Label all form fields properly
    • Create logical tab order
    • Group related fields with fieldset equivalents
    • Provide clear instructions
    • Include error identification and correction

  2. Interactive Element Accessibility:

    • Ensure all controls have descriptive names
    • Make all interactions keyboard accessible
    • Provide clear instructions for complex interactions
    • Ensure state changes are announced
    • Test with keyboard and screen readers

  3. Implementation Techniques:

    • Use Form tools in Acrobat
    • Add proper tags for form elements
    • Create logical structure for form sections
    • Test form completion with assistive technology
    • Verify error handling and submission

Mathematical and Scientific Content

Making specialized content accessible:

  1. Equation Accessibility:

    • Use MathML when possible
    • Provide alternative descriptions for equations
    • Consider reading order for complex formulas
    • Test with screen readers that support math
    • Provide text alternatives when needed

  2. Scientific Notation:

    • Ensure proper reading of units and symbols
    • Provide explanations for specialized notation
    • Consider reading order for complex expressions
    • Test with subject matter experts
    • Verify pronunciation with screen readers

  3. Implementation Approaches:

    • Use specialized equation editors
    • Consider MathML-enabled PDF creation
    • Provide alternative descriptions
    • Test with appropriate assistive technology
    • Consult accessibility specialists for complex content

Document Structure Best Practices

Guidelines for optimal document structure:

Planning for Structure

Starting with accessibility in mind:

  1. Document Planning:

    • Create logical outline before writing
    • Plan heading hierarchy
    • Consider reading order in layout design
    • Determine appropriate structure for content types
    • Plan for consistent navigation aids

  2. Template Development:

    • Create accessible document templates
    • Build in proper styles and structure
    • Develop accessible standard elements
    • Document accessibility features for users
    • Test templates thoroughly

  3. Content Development Guidelines:

    • Write with structure in mind
    • Create descriptive headings and subheadings
    • Develop content in logical sequence
    • Consider how content will be navigated
    • Test structure during development

Balancing Design and Structure

Creating beautiful yet accessible documents:

  1. Design with Structure in Mind:

    • Consider reading order in layout decisions
    • Maintain visual hierarchy that matches structural hierarchy
    • Design for clear content relationships
    • Create visually distinct but properly tagged headings
    • Test designs with structure in mind

  2. Visual vs. Structural Elements:

    • Distinguish between visual styling and structural meaning
    • Ensure visual presentation supports structure
    • Maintain consistency between visual and structural hierarchy
    • Consider both visual and non-visual users
    • Test both visual appearance and structural integrity

  3. Creative Solutions for Structural Challenges:

    • Find innovative ways to present complex information
    • Develop accessible alternatives for visual layouts
    • Create engaging yet accessible designs
    • Balance visual impact with structural clarity
    • Learn from accessible design examples

Conclusion

Creating proper document structure is fundamental to PDF accessibility. While sighted users can quickly scan a page to understand its organization, screen reader users rely entirely on the document's underlying structure to navigate, understand content hierarchy, and efficiently access information. By implementing proper tagging, logical reading order, and clear heading structure, you create documents that are truly accessible to everyone.

The journey to well-structured PDFs begins with understanding the principles outlined in this guide, but it continues through consistent application, testing, and refinement of your approach. Whether you're creating PDFs from scratch or improving existing documents, tools like RevisePDF can help streamline the process of creating and verifying proper document structure.

Remember that good structure benefits not just screen reader users but improves the experience for everyone. Well-structured documents are more navigable, better organized, and more usable across different devices and contexts. By committing to proper document structure, you're creating more effective communication tools while ensuring accessibility for all users.

Need to improve the structure of your PDF documents for screen reader accessibility? Visit RevisePDF.com for easy-to-use tools that help you create, check, and enhance PDF structure without specialized software or technical expertise.

Top comments (0)