How to Make a PDF Fully Accessible Using ABBYY FineReader

ABBYY FineReader PDF is one of my favorite (and most effective) tools for creating accessible PDFs. Today’s post is a step-by-step guide to creating a fully accessible PDF from scratch, using ABBYY FineReader. Follow along as we zone, tag, and validate a PDF.

Video Guide

Getting Started with ABBYY FineReader

Launch ABBYY FineReader PDF and open the OCR Editor. Load the PDF you want to edit. The interface displays three main sections: the thumbnail view on the left, the PDF view in the center, and the text view on the right. This setup helps you see the document structure and identify which elements need changes.

Zone the Document

Before you can tag content, you need to zone it. Zoning defines sections of the page, such as headings, paragraphs, or tables. For instance, mark the main title as Heading Level 1 and the subtitle as Heading Level 2. Tag the table of contents as a table of contents element. Remove footer content, such as page numbers, from all pages to prevent screen readers from being interrupted during reading.

Apply Semantic Tags

Use ABBYY to assign semantic tags that help screen readers understand the content structure. Change your text view to Save as Searchable PDF. Then, you can convert selected text into heading levels, mark body text, identify lists, and define tables. Review each page to ensure consistent tagging and correct classification of all content elements.

Set the Reading Order

To control the sequence in which screen readers interpret content, use the “Reorder Areas” tool. Click each content zone in the desired reading order. ABBYY assigns a small number in the top-left corner of each zone, showing the sequence. Make sure the order flows logically from title to body text.

Manage Tables and Charts

If ABBYY does not recognize a table automatically, use the Draw Table tool to create a manual zone. Click “Analyze Table Structure” to automatically detect rows and columns. For visual elements like bar charts, treat them as image zones and ensure they have appropriate descriptions or tags for accessibility.

Configure Export Settings

Before saving your document, go to Tools, then Options, and under Format Settings and PDF, adjust several key settings.

• Enable “Create PDF/UA” to ensure the file meets accessibility standards.
• Select “Text under the page image” so screen readers can access the text.
• Turn on options to create bookmarks from headings, generate PDF tags, and embed fonts.
• You can also adjust the image quality to preserve visual integrity and optionally enable MRC compression for better text clarity.

Validate with the PAC Tool

After exporting the PDF, open it in the PAC 2024 Tool. Drag your file into the tool to run the validation. If all settings were correctly applied, the document should pass PDF/UA compliance. In our companion video, the file passed all checks except for a missing metadata title.

Add Metadata

To fix the metadata issue, return to ABBYY and go to Tools, then Options, and select Edit Metadata. Add a document title, along with the author, subject, and keywords. Save these changes and re-export the document to include this information in the file.

Final Thoughts

ABBYY FineReader provides a powerful set of tools to convert scanned or static PDFs into accessible, structured documents. By zoning content, applying semantic tags, defining reading order, and configuring export settings, users can create documents that meet accessibility standards. This process supports educators, publishers, and professionals in delivering inclusive digital content to all users.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!