Ally 5. The document is untagged (Major)

Assess

Some PDF documents in your course are not tagged, meaning they lack the internal structure that allows assistive technologies, like screen readers, to interpret and navigate the content effectively.

PDF stands for Portable Document Format. They are a ubiquitous file format created by Adobe. PDF documents are versatile because they allow viewing on any software, hardware, or operating system with a variety of PDF readers. Most PDFs are created by converting files from programs like Microsoft Word or PowerPoint. However, while versatile, not all PDF creation tools automatically include the necessary structural tags.

Think of PDF tags as behind-the-scenes labels that define what each part of the document is, like headings, paragraphs, lists, or tables. Without these tags, a PDF becomes just a wall of undifferentiated text. For students using screen readers, it’s like trying to read a book with no chapters, no formatting, and no clear flow, making it difficult to follow or understand the content.

Insight

Why tagging PDFs is important:

Essential for screen reader users – Tags define the structure of a document (e.g., headings, paragraphs, lists, tables), allowing screen readers to interpret and present the content in a logical order.
Improves navigation – Tagged PDFs can generate a table of contents and allow users to jump between sections, which is especially helpful in longer documents.
Enhances readability across devices – Tagged PDFs can reflow content to fit different screen sizes, reducing the need for zooming and scrolling.
Supports inclusive learning – Students with visual impairments or learning differences rely on tagged documents for equitable access to course materials.

Modify

To fix this issue using Canvas Ally:

Open the Accessibility Report from your course navigation menu.
Scroll to the list of issues and select “The document is untagged.”
Click the Fuel Gauge/Score icon next to the flagged document. A new tab will open showing the document in question.
Follow the options from Ally’s guide to remediate the document. Below are some of the ways you can choose to remediate. It is not recommended to remediate a PDF directly as this is a very advanced and time-consuming method of remediation.

Best Option: Start from the Original Source File

If you have access to the original Word or PowerPoint file:

Open the original document in Microsoft 365.
Ensure the document is accessible by using the native Accessibility Checker. Check for things like:
- Use heading styles (Heading 1, Heading 2, etc.)
- Add alt text to images
- Use proper list and table formatting
Go to File > Save As or File > Export.
Choose PDF from the dropdown menu.
Using one of these options to save as or export, Save the file — this method automatically includes tags if the source document is accessible.
Return to the Ally interface and upload the newly tagged document to replace the original.

⚠️ DO NOT use “Save as Adobe PDF” from the side menu or print to PDF. These methods often strip out accessibility features and result in untagged PDFs.

Alternative Option: Use Ally’s OCR Version

If the original source file is unavailable and the PDF is a scanned document:

In the Ally interface, select Alternative Formats for the document.
Download the OCRed version of the PDF.
Open the OCRed file in Word or another editor.
Reformat the content using accessible practices (headings, alt text, etc.).
Save the file as a tagged PDF using the method above.
Return to the Ally interface and upload the newly tagged document to replace the original.

Note: OCRed PDFs are still untagged by default. You must reformat and export them properly to ensure accessibility. An OCRed PDF is a step in the right direction, but a tagged PDF is the gold standard for accessibility.

OCRed PDF vs. Untagged PDF

Feature	OCRed PDF	Untagged PDF
Text Recognition	✅ Text is selectable and searchable	⚠️ May be readable if text-based, but lacks structure
Screen Reader Compatibility	⚠️ Partially accessible – text is readable, but structure is missing	❌ Not accessible – screen readers can't interpret structure or reading order
Document Structure (Tags)	❌ Usually still untagged unless manually added	❌ No tags present to define headings, lists, or sections
Navigation Support	❌ No headings or bookmarks unless added manually	❌ No navigation support – screen readers read in a flat, linear order
Text-Based PDFs	✅ Text is accessible, but still needs tags for full usability	⚠️ Text may be visible, but screen readers can't distinguish sections or flow

A.I.M for Accessibility In Mind...

What to Do:

Create PDFs from accessible source files – Use heading styles, alt text, and proper formatting in Word or PowerPoint before converting to PDF.
Use the “Save As PDF” or “Export to PDF” option – These methods are more likely to preserve accessibility features than printing to PDF.
Always check and apply tags before uploading PDFs to Canvas.
When in doubt, stick with the source. More often than not, you likely don't need to use a PFD in the first place.

What to Avoid:

Don’t upload scanned PDFs or images of text – These are not readable by screen readers unless OCR (Optical Character Recognition) is applied and tags are added.
Avoid using “Print to PDF” – This method often strips out accessibility features and results in untagged documents.
Don’t assume your PDF is accessible – Always check for tags and run an accessibility check before uploading.

Additional Support