What is a Tagged PDF?
A tagged PDF is a type of PDF document that includes special codes or “tags” within its structure. These tags identify different elements of the document and organize them in a logical way. The main purpose of these tags is to make the document more accessible for people using assistive technologies, such as screen readers.
The tags in a tagged PDF help ensure that content is presented in the correct order, so screen readers can follow the structure and deliver the content in a way that makes sense. These tags are like instructions that guide assistive technology to interpret the document properly. When a document is tagged well, a person using a screen reader can navigate through it easily, just like someone reading it visually.
However, if there are mistakes in how the document is tagged, it can lead to confusion. Even small errors in the logical order of tags can make the content difficult or impossible to follow for those relying on assistive tools. Therefore, it’s important to ensure that the tagging is done accurately to make the document truly accessible to all users.
List of PDF Tags
| Name | PDF Tag | Description | Essential for Accessibility |
|---|---|---|---|
| Document | <Document> | Root element containing all content in a tagged PDF. | ✅ |
| Headings | <H1>to<H6> | Heading tags indicate the document structure. <H1> is the highest level and <H6> is the lowest level. | ✅ |
| Paragraph | <P> | Paragraph tag, marking blocks of text as separate paragraphs. | ✅ |
| List | <L> | List container that holds <LI> (list items). | ✅ |
| List Item | <LI> | List items, used within <L> for bullet points or numbered lists. | ✅ |
| List Label | <Lbl> | Label tag for list markers (bullets or numbers). | ❌ |
| List Body | <LBody> | List body containing the actual content of a list item. | ❌ |
| Table | <Table> | Table container tag. | ✅ |
| Table Row | <TR> | Table row tag. | ✅ |
| Table Header | <TH> | Table header cell, indicating a column or row header. | ✅ |
| Table Data | <TD> | Table data cell, representing standard table content. | ✅ |
| Table Head | <THead> | Table head section (optional grouping of header rows). | ❌ |
| Table Body | <TBody> | Table body section (optional grouping of data rows). | ❌ |
| Table Footer | <TFoot> | Table footer section (optional grouping of footer rows). | ❌ |
| Figure | <Figure> | Image or graphic content tag. | ✅ |
| Caption | <Caption> | Caption for a <Figure> or table. | ✅ |
| Artifact | <Artifact> | Marks decorative elements (like background images) that should be ignored by screen readers. | ✅ |
| Quote | <Quote> | Marks a block of quoted text. | ❌ |
| Note | <Note> | Marks footnotes or endnotes. | ❌ |
| Reference | <Reference> | Represents references or citations. | ❌ |
| Inline Span | <Span> | Used for inline styling or grouping words for semantic meaning. | ❌ |
| Form | <Form> | Identifies an interactive form. | ✅ |
| Formula | <Formula> | Represents a mathematical formula. | ❌ |
| Code | <Code> | Denotes a block of computer code. | ❌ |
Why is Tagging PDFs important?
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Ensure Accessibility and Compliance
Tagging PDFs helps businesses meet accessibility standards, which is especially important if your company needs to comply with industry regulations. Many industries require that documents be available in formats that can be read by screen readers, so tagging ensures that visually impaired users can access your content easily. -
Improve Document Usability
Tagged PDFs make documents more user-friendly, whether for your team or the general public. The tags help organize the content, making it easier to navigate and search through, which saves time and improves the overall user experience. -
Follow Best Practices for Long-term Use
Tagging documents is part of following best practices, helping ensure that your files remain useful over time. A tagged PDF stays accessible even as technology changes, which means it will continue to work properly in the future. This can save your business from having to redo or update documents later on.
How to View Accessibility Tags on a PDF?
Method 1- Using PREP
- Upload the Document – Begin by uploading your document to PREP for remediation.
- Automated Tagging – PREP automatically tags the document.
- View Accessibility Tags – Once tagging is complete, you can see the tags in the left panel, just below the PREP icon.
- Customize Tags – This section displays checkboxes for different tag types, such as headings, paragraphs, lists, and more.
- Dynamic & Manual Adjustments – The available tagging options change based on the document type and can be manually adjusted as needed.
Method 2: Using the Tags Panel
The Tags Panel is a great way to view the structure of a PDF, including headings, paragraphs, tables, and lists. Here’s how to use it:
- Open the PDF in Adobe Acrobat Pro DC.
- Click on View in the top menu.
- From the dropdown, choose Show/Hide, then select Navigation Panes, and click on Tags.
- The Tags panel will now appear on the left side of your screen.
- To see the structure of the document, expand the tag tree. This will show you the hierarchy of elements, such as headings, paragraphs, tables, and lists. By looking at these tags, you can better understand how the content is organized for accessibility.
Method 3: Using the Reading Order Tool
- Open the PDF in Adobe Acrobat Pro DC.
- Click on Accessibility in the top menu.
- From the options, select Reading Order.
- The PDF will display the tagged structure with numbered boxes that show the order in which the content will be read. This tool makes it easier to check if the reading order is correct for accessibility.
How to Tag a PDF Document for Accessibility?
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Manual Tagging
Manual tagging involves adding tags to a PDF document by hand. This process requires the user to go through the document and add tags to different elements, such as headings, paragraphs, tables, and images. This method is time-consuming and requires a good understanding of accessibility standards to ensure that the document is properly tagged. While it provides complete control over the tagging process, it can be a bit overwhelming for users who aren’t familiar with the technical details of PDF accessibility.
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Auto-Tagging
Auto-tagging is a faster, automated process where a software tool detects the structure of a PDF document and automatically adds the necessary tags. This method is much quicker than manual tagging, but it may not always produce perfect results, especially with complex documents. However, it can be a good starting point, and any issues can be fixed later using manual adjustments. Auto-tagging tools like PERP PDF Remediation Software use AI to make PDFs accessible quickly and easily. This software helps ensure compliance with 508, ADA, EAA, and WCAG 2.2 standards, making your document more accessible with minimal effort.
If you’d prefer to avoid the hassle of manual or auto-tagging, you can opt for professional help. Continual Engine’s PDF Document Remediation Services offer an easy solution, where experts handle all the tagging and ensure your PDFs meet all necessary accessibility requirements. This service saves time and effort while ensuring your documents are fully compliant with accessibility standards.
By using tools like PERP PDF Remediation Software or opting for expert remediation services, you can easily make your PDFs accessible and meet the latest accessibility guidelines.
