Improve PDFs with help from Ally

Untagged PDF file

PDF files are usually created from Word or PowerPoint, but not all programs preserve the structure of the documents. Tagged PDF files contain labels that indicate the structure of the document, such as headings, alt text, and tables. It is important to properly format PDF files when saving them to ensure that these labels are included.

Overview image of the guide for the error: Untagged PDF

Solve problem with untagged PDF files

You have two options. You can replace the PDF file with an original file in Word or PowerPoint format. Alternatively, you can upload a new PDF file with the correct formatting and tags. Please note that it is not possible to tag PowerPoint files. You can upload the file in PowerPoint format instead.

Replace PDF file with Word or PowerPoint format

  • Click on Browse in the guide and replace the old file with a new file from your computer.

Upload a new tagged version of the PDF file

Use either Adobe Acrobat Pro or Word:

How to do it with Adobe Acrobat Pro

You can upload a new PDF file with the correct formatting and tags using Adobe Acrobat Pro Links to an external site. (UiO Programkiosk).

How to do it with Word

    • Click on the How to tag PDF, then Yes.
    • Find the original file on your computer and open it.
    • Save the Word file as PDF:
      • Click on File and Save As in Word. Choose PDF as the file type.
      • Click on More options.
        Screenshot of the Save box in Word, with a red box around the link "More options" which you must click on.
      • Click on Options
        Screenshot of Save box in Word, with a red box around the link "Options" which you must click on.
      • Check the option "Create bookmarks using headings and options for accessibility."
      • Click Ok and Save.
        Screenshot of Alternatives box in Word, with red boxes around what needs to be chosen, as described in this guide.
    • Upload the new tagged PDF file in Ally.

Note: It is not possible to tag PDF versions of PowerPoint. You can upload the file in PowerPoint format instead.

Scanned PDF documents

It may be tempting to scan teaching materials to save time. However, scanned documents are essentially images and are not very accessible. For example, it will not be possible to search within the document or have the information read out loud. Therefore, it is advisable to avoid using scanned PDFs.

Overview image of the guide for the error: scanned PDF

How to solve the problem with scanned PDF files

To fix this issue, you have three options. You can upload a text version of the PDF file, add a library reference to the original file in Ally, or run the file through an optical character recognition (OCR) program. The easiest option would be to upload a text version of the file or add a library reference.

Upload text version (the original file in Word, PowerPoint, etc.):

  • Click on Browse and replace the current file with the new file from your computer.

Add the library reference to the original file:

  • Click No in the guide for "Can you obtain a text-based version?"
  • Click Yes in the guide for "Is it possible to locate the document in the library?"
  • Fill in as much information as possible and select Add reference.

Optical character recognition (OCR)

Optical character recognition (OCR) is a process that converts images to text. It is a technology that is widely used for various purposes. OCR is one of the tools you can use to significantly improve the accessibility of a document, but OCR alone does not fix all accessibility issues.

We recommend two alternatives for using optical character recognition (OCR) of PDF documents when you do not have the original in Word, PowerPoint, etc.

  1. Optical character recognition with Ally
    Use alternative formats in Ally! Depending on the content in the PDF file it may be better - and faster - to use optical character recognition (OCR) by saving the document with the OCR alternative format.
  2. Optical character recognition with Adobe Acrobat Pro
    If the OCR alternative format in Ally does not give you the desired result you can use Adobe Acrobat Pro. All students and employees have access to the Pro version of Acrobat via UiO Programkiosk Links to an external site..