Producing an accessible publication
Last updated: 8 September 2026 · 11 minute read
Learn how to produce, from the same catalog, an accessible HTML edition that works with screen readers and keyboards and two tagged, verified PDFs, and which decisions while building the content determine that output.
Accessibility is not an export option added at the end. The content language, heading structure, alternative texts and reading order are set while the catalog is built; the visual publication, the semantic HTML edition and the tagged PDFs are produced from the same source, with no second copy of the content. This page walks through those decisions in production order and shows the panel involved at each step: the Accessible publication section of the Properties panel, the reading order on the Layers tab, Preflight, the in-place fix box, the publish gate and the Accessibility tab of the share window.
Steps
- 1
Enable accessibility and set language
ShareAccessibility
Enable the accessible version in Share > Accessibility for an existing catalog. Set content language in Edit > Catalog Settings; the language shortcut in Share opens those settings too. A new catalog can set language and accessibility intent during creation.
- 2
Build the heading ladder
PropertiesTextParagraph style
Give at least one text on every page the Heading style, subheadings the Subheading style and body copy the Body style. Screen readers navigate between headings; large text without a style looks like a heading but is not one.
A subheading cannot be used before a heading; a skipped level produces a broken ladder in both the accessible HTML and the PDF.
- 3
Write alternative text for images or mark them decorative
PropertiesAccessible publicationAlternative text
Select the image; the Accessible publication section of the Properties panel says what this block needs and offers the Alternative text field. The test: what would you tell someone on the phone who cannot see this image? Mark ornamental images Decorative image; screen readers skip them silently. A visible caption under the image does not replace the alternative text.
Preflight treats an alternative text that is only a file name, a link or a generic label as insufficient. A block cannot be both decorative and carry alternative text.
- 4
Set the reading order by hand when needed
LayersReading order
The accessible edition reads blocks by position, top to bottom and left to right. If an image must sit above its own heading, set the Reading order positions by hand on the Layers tab of the right panel: 1 for the heading, 2 for the description, 3 for the image. The image stays on top in the design and moves into place in the reading.
When the order is managed by hand, give it to all the related blocks on that page; the same position on two blocks is a Preflight error. "Open reading order" in the in-place fix box brings you straight here.
- 5
Give tables their headers
PropertiesTableAccessible publication
Turn on the header row in the table and name every column; if row headers are on, write an identifying header in the first cell of every row. Say in the table description what the data compares. Images inside tables need alternative text or the decorative mark too.
If the first column chosen as the row header is of image type, the check stops: change the column to text or turn row headers off.
- 6
Write the destination into link and button text
PropertiesButtonAction
Link and button text must say on its own where it goes: "Download the price list", not "click here". Give every button a destination or action: a link, a file, a form or a product request. Hotspot names follow the same rule.
A button label needs at least a 24 × 24 pixel area; a smaller target is not reliable on touch. The in-place fix "Make the target 24 px" enlarges it in one click.
- 7
Give videos captions and description, and audio a transcript
PropertiesAccessible videoCaptions
For every video first choose the Audio content: with sound or silent. Upload one WebVTT caption file per language for a video with sound and write the speech into the Transcript field. If there is visual information not spoken, add audio description: import a description file or write it by hand. Give audio blocks a transcript or an equivalent description.
A video that starts on its own must either be silent or keep the player controls visible; if the reader cannot stop the sound, the check stops. A silent video needs no captions, but the text equivalent of the visual information it conveys is still required.
- 8
Name galleries, hotspots and embedded content
PropertiesAccessible publication
Give the slideshow and the lightbox gallery an accessible name that describes the collection and the button that opens the gallery a name that describes the action; every frame needs its own alternative text. Label each hotspot with a name that describes its result and attach its content. For virtual tours and embedded content, describe the purpose and the key information in text.
Interactive content cannot be marked decorative; a description that conveys the same purpose without the embed is required.
- 9
Complete charts, products, forms and quizzes
PropertiesAccessible publication
Give charts a title and meaningful data labels. Complete product names and image descriptions. Forms and quizzes need titles, persistent field labels, and meaningful options. Follow the separate lessons for each block.
Shapes, icons and pen drawings that carry information need a description; when they do not, leave them decorative.
- 10
Fix colour, contrast and text size
PreflightFix
Check contrast against the actual visible background. Read the criterion and fix description in Preflight; distinguish font-size recommendations from mandatory thresholds. Review the design after an automatic color adjustment.
Text effects such as shadow, glow and stroke, reduced opacity and an unmeasurable background over an image ask for a manual check; the "I checked readability" confirmation closes the record. WCAG sets no fixed minimum text size; Preflight flags sizes under 16 px as recommendations.
- 11
Review Preflight findings
EditorPreflight
The Preflight counter in the top bar lists issues in the layout, media, content and accessibility categories at page and block level. Clicking a row opens the in-place fix box next to the block for accessibility findings; Next walks through them one by one; Guide opens the in-editor Accessibility Guide.
- 12
Close findings in place
EditorFix in place
An accessibility finding does not take you to the block and leave you there: the field opens in a box next to the block. The box shows the finding, the block title and the counter position; you fill in the missing field there and move to the next finding with Save. One-click remedies live here too: fix while keeping the hue, set the size to 16 px, make the target 24 px, make the markers 24 px.
When the box cannot offer a field, "Open in the Properties panel" or "Open reading order" takes you to the right place. Once the issue is resolved the box says so and waits for the next finding.
- 13
Pass the publish gate
EditorPublish
With accessible publishing enabled, blocking findings stop the publish flow and let you return to review. Correct the content and retry. Passing checks alone does not establish that your descriptions are semantically accurate.
With accessible publishing off, the same findings remain recommendations; the dialog shows only the general warning that can be passed with "Publish anyway".
- 14
Publish the accessible HTML edition
ShareAccessibilityAccessible HTML edition
On the Accessibility tab of the share window the accessible HTML edition must be on; the publication language is chosen on this tab too. When you publish, a semantic edition is produced next to the visual viewer: landmarks, real heading levels, a skip link and page navigation in one column. The accessible publication link uses the same privacy and password settings.
The tab says so when the check is clean; with blocking issues it warns with the page and issue counts and offers a Fix issues link.
- 15
Download the tagged PDFs
ShareAccessibilityAccessible PDF
Publishing prepares two tagged PDFs automatically: a linear reading edition and a print edition that keeps the design. The heading structure, alternative texts, reading order, link descriptions and the PDF/UA identity are embedded in the files. The card shows the production status and page count; the Download reading edition and Download print edition buttons are here. They are not regenerated when the content has not changed; Regenerate refreshes both.
If the accessible edition was turned on after publishing, the reading edition is missing from that publication; the card says so and Regenerate produces it.
- 16
Read the verification
ShareAccessibilityAccessible PDF
Every PDF goes through machine verification after production: tag tree, a filled document title, document language, a heading ladder without skipped levels, an alternative on every figure, a header cell in every table, list and link structure, the PDF/UA-1 identity in XMP and the veraPDF PDF/UA-1 conformance check. The Verified stamp rests on that evidence.
The machine measures technical conformance; it cannot measure whether an alternative text really describes the image. The final read before publishing is the author's.
Preflight rules
The rule groups in Preflight's Accessibility category: which panel fixes them and what they check. The mandatory ones stop publishing while accessible publishing is on.
| Rule group | Where | What it checks |
|---|---|---|
| Document and part language | Edit | Whether the catalog language is set and text in a different writing system has its own language. |
| Heading ladder | Properties | Whether the page has a heading role, a subheading comes before a heading, or large unstyled text looks like a heading. |
| Alternative text and decorative mark | Properties | A description for every image in images, slides, lightboxes, tables and hotspot galleries; file names and generic labels are insufficient; decorative and alternative conflict. |
| Reading order | Layers | The same position given to two blocks. |
| Contrast and text size | Properties | Contrast against the real background in text, buttons, tables, charts, forms, quizzes, countdowns and the table of contents; the recommended minimum size; effect and opacity cases that ask for a manual check. |
| Tables | Properties | Accessible title or description, column and row headers, an image-type first column. |
| Links and buttons | Properties | Text that does not say where it goes, unnamed or actionless buttons, invalid addresses, small touch targets. |
| Video, audio and description | Properties | WebVTT captions, audio mode choice, transcript, audio description for visual information, uncontrolled autoplay. |
| Galleries, hotspots and embedded content | Properties | Slide and gallery names, the opener button name, hotspot names and content, the alternative and source of embedded content. |
| Charts, products, forms and quizzes | Properties | Chart titles, data labels and text alternatives; product names and image descriptions; form/quiz titles, persistent labels and options. |
| Text patterns | Properties | Hand-typed bullets, letters spaced out with blanks, text without a paragraph style. |
| Publish gate | Preflight | With the accessible edition on, mandatory issues close publishing, the link and the PDFs; with it off they remain recommendations. |
| PDF verification | Accessibility | Tag tree, title, language, figure alternatives, table headers, list and link structure, PDF/UA-1 identity, veraPDF conformance. |
Result
Three outputs from one content: the visual viewer, an accessible HTML edition that uses the same privacy settings, and two tagged PDFs. With Preflight at zero the stamp rests on machine evidence; the accuracy of the alternative texts rests on your reading.