Google Docs to PDF accessibility tips

Apply Heading 1, Heading 2, and Heading 3 styles from the toolbar instead of formatting text manually. Screen readers rely on these tags to build a document outline and allow users to jump between sections. Without them, a PDF is a flat wall of text to assistive technology.

Right-click any image and select 'Alt text' to add a description. Write a concise sentence that conveys the information the image provides, not just what it looks like. For decorative images that add no content, use an empty alt text field so screen readers skip them.

Never use 'click here' or a raw URL as link text. Instead, describe where the link goes, such as 'view the quarterly report' or 'download the template'. Screen reader users often navigate by scanning a list of links, so each one must make sense out of context.

Mark the first row of any table as a header row by bolding it and keeping it visually distinct. Google Docs does not have a native table header toggle, but consistent formatting helps PDF readers interpret the structure. Keep tables simple, and avoid merged cells, which confuse assistive technology.

Ensure body text has a contrast ratio of at least 4.5:1 against the background. Dark gray on white is safer than light gray. After exporting, open the PDF in Adobe Acrobat's accessibility checker or a free tool like PAC to verify the reading order matches the visual layout.