Create Accessible PDF

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Create Accessible PDFs

• Adobe Acrobat Professional 10

• Cryssel Vera
• cvera_at_csus.edu 916-278-2847

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Objectives

• To learn what accessibility elements are needed
  to create an accessible PDF.
• To understand how to apply these elements in your
  documents.
• To create an accessible PDF Document.

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Accessibility Resources
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• Accessibility Information for Instructors
• http//www.csus.edu/accessibility/instructors.html
  
• The CSU Accessible Technology Initiative
• http//www.calstate.edu/accessibility/
• Accessibility at Sacramento State
• http//www.csus.edu/accessibility/index.html

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Accessibility Resources
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• Professional Development for Accessible
  Technology
• http//teachingcommons.cdl.edu/access/index.html
• Accessible Instructional Materials Guides
• http//www.csus.edu/accessibility/guides.html
• Technology Learning Center
• http//www.csus.edu/irt/fsrc

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What are Instructional Materials?

• Electronic Distributed Materials
• Syllabus
• Word Docs, PPT, PDF, WebPages
• Textbooks
• SacCT Course Content
• Faculty Website Content
• Videos and Audio

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Accessible Documents

• Documents that are designed and structured to be
  used effectively by people with disabilities.
• Can be accessed by assistive technology
  devices/software
• Screen Reader JAWS
• Magnification Software ZoomText
• Scan/Read Kurzweil
• Assistive Technology Showcase Devices

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Accessible Documents

• Other factors to keep in mind are
• Content Language
• Learning styles
• Access to technology (specific software)
• Digital Divide
• HTML most accessible format, ubiquitous
• Cross platform Formats (compatibility) .rtf,
  .html

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Accessible PDF Scenario

• Open Accessible PDF Example
• Ease in Navigating Content when content is
  accessible
• What does a blind user hear?
• Use JAWS Ctrl Alt J - Jaws for Windows is
  Ready
• Use JAWS keyboard commands

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JAWS Basic Key Commands

• Insert down arrow Say All,
• CTRL Interrupt Speech
• Insert Up Arrow Say Line,
• Insert Left Arrow Say prior word
• Insert Right Arrow Say next word
• Insert F6 List of Headings
• Insert F7 List of Links
• Insert F9 List of Frames
• Insert F5 List of Form fields

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Why an Accessible PDF?
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• Provides access to all users including those who
  have a disability,
• Benefits everyone learning styles, assistive
  technology user needs
• Facilitates process to convert into alternate
  formats
• Its the right thing to do!

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Accessibility Best Practices
Create Accessible PDFs

• Start with an accessible source document
• Styles and formatting
• Alternative Text Descriptions
• Convert to PDF using Create PDF option
• Review tags and order panel information
• Add document language
• Run Quick and Full Accessibility Checks

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Accessibility Elements
Create Accessible PDFs

• PDF contains readable text
• PDF contains tags
• Logical Reading Order and Structure
• Alternative Text for Images
• Document language is defined

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Accessibility Elements

• Descriptive Labels for Links
• Table Headers are identified
• Review with Assistive Technology
• Electronic Multiple Formats

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Source Document Structure
Create Accessible PDFs

• How is your document organized?
• Contains a title?
• Contains different sections?
• Lists?
• Layout?
• Combination of text and graphics?
• Use of links?
• How should my document be read so that it is
  coherent?

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Styles and Formatting
Create Accessible PDFs

• Use Styles and Formatting to Add Structure to
  document Home Tab gt Styles Group
• A Style is predetermined formatting for text in
  terms of
• Font type,
• Font size,
• Spacing,
• Indentation,
• Font color,
• Font purpose e.g. Heading, Paragraph, List

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Apply Styles and Formatting
Create Accessible PDFs

• Apply Heading Styles to
• Section Titles
• Anything that would appear on a TOC
• Use Styles Group to format Headings
• Paragraph Group adds the look but not the
  underlying structure!
• Format lists via Paragraph or Styles group

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Exercises
Create Accessible PDFs

• Go to http//www.csus.edu/accessibility/dev/pdfwo
  rkshop.html
• Download Syllabus Make Me Accessible document
  and save to desktop.
• Quickly edit to make accessible. You will convert
  this into a PDF format shortly.

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Make Available in Electronic Format

• Word .doc, RTF, PDF, or HTML
• Word 97 2003 Document (Can be opened in version
  2007 and 2010)
• First step in making document accessible
• Facilitates process to convert into alternate
  formats
• Large print, Braille, mp3 audio etc.
• Saves Time

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Converting Into PDF

• Portable Document Format PDF
• MS Office 2010 has Save As PDF option available,
  no need to install add-ins or have acrobat
  installed.
• Save As PDF

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Converting into PDF

• Portable Document Format PDF
• MS Office 2007
• Buy Adobe Acrobat Standard/Pro Create PDF
  Button
• Acrobat Tab gt Create PDF
• Office Button gt Save As gt Adobe PDF
• Install MS Office Add-in to Save Files as PDF/XPS
• MS Office 2003
• Buy full Adobe Acrobat Standard/Pro to have Adobe
  PDF Menu and Convert to Adobe PDF button option

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Recommendation for Mac Users

• Office for Mac
• Cannot create tagged PDF from Office on Mac
• File gt PDF
• Add Tags in Adobe Acrobat Review, Repair,
  Review process
• Use OpenOffice for Mac
• File gt Export as PDF gt General Tab gt select
  tagged PDF checkbox

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Save as HTML

• Hyper Text Markup Language HTML
• File gt Save As gt Web Page Filtered
• Filtered option does not carry over unnecessary
  information
• Carries over Alt Text, Table Headers, links
• Edit in Dreamweaver or other web editor

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Save as RTF

• Rich Text Format RTF
• File gt Save As gt RTF
• Read across different word processing applications

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Try it!

• Convert Syllabus Make me Accessible into a PDF
• Use Acrobat Tab gt Create PDF button
• or
• File Menu gt Save As gt Adobe PDF

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PDF Accessibility

• Logical Reading Order
• Underlying Tags for structural elements, images,
  tables, and other content
• Alternative text for images
• Table Headers defined for data tables
• Document Language Defined
• Field Descriptions for Form Fields

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Stages to an Accessible PDF

• Prepare- Accessible source doc and correct
  conversion method
• Stage 1 Review Check your PDF for
  Accessibility
• Stage 2 Correct Repair accessibility problems
• Stage 3 Final Review Re-run accessibility
  checks

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Accessible PDFs The Process
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Items to Remember

• Use Adobe Acrobat v. 8 or higher to create PDFs
• Achieving PDF accessibility will vary between
  documents
• Depends on the complexity of document structure
• Mac users will need to take extra steps to ensure
  PDF accessibility

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Prepare Document
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Prepare source document
Create Accessible PDFs

• Source document contains logical reading order
  and structure, styles and formatting elements
• Source document is converted into PDF format
  correctly

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Exercise 1 Preparation Stage

1. Prepare the file in Word convert to PDF.
2. Open File in Adobe Acrobat

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Stage 1 Review
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Check for Tags
Create Accessible PDFs

• File gt Properties gt Description tab gt Advanced
  Areagt Tagged PDF? Yes/No
• View gt Show/Hide gt Navigation Panes gt Tags
• Expand Tags Tree
• Click Highlight Content under Options

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Open Accessibility Tools

• Display Accessibility Tools
• View gt Tools gt Accessibility
• Tools will expand on right side of screen
• Tools Include
• Reading Order Options, Quick Check, Full Check,
  Accessibility Report, Add Tags,Touch Up Reading
  Order

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Adding Tags to PDFs

• Add Tags to PDF
• View gt Tools gt Accessibility gt Add Tags to Doc.
• Adobe adds tags to PDF and generates a Confidence
  Report.
• Indicates areas that may not be tagged as desired
  and items on pages that you need to review
• Provides hints for repair

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Quick Accessibility Check

• Under Accessibility tools click the Quick Check
  button
• Results window will indicate if Accessibility
  issues were found
• Detects if tags are missing (structure)
• Use full check for thorough check

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Action Wizard Create Accessible PDFs

• File gt Action Wizard gt Create Accessible PDFs
• Add document properties, accessibility options,
  and run accessibility test.
• Add document Description
• Instructions
• Remove Hidden Information
• Add Tags to Document
• Accessibility Full Check

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Add Document Language

• Tells screen reader language content should be
  read back
• File gt Properties gt Advanced Tab gt Reading
  Options gt Select English

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Reading Order

• Structured and coherent for assistive technology
• Open Order Panel
• View gt Show/Hide gt Navigation Panes gt Order
• You can view, re-order and re-tag content
• Page Properties for Reading Order
• Page Thumbnails Panel gt Select a Page gt Page
  Prop. gt Use Doc Structure

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Re-Order Content

• Content (item blocks) is assigned a number read
  back in that order
• Item blocks begin with 1 on each page
• Drag and drop items in order panel to re-order

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Assess Reading Order
Create Accessible PDFs

• Order Panel Look at Items blocks
• Save as Text Accessible
• File gt Save As gt More Options gt Text (Accessible)
• Use Assistive Technology (spot check)
• JAWS
• Adobe Read Out Loud Feature
• View gt Read Out Loud gt Activate ROL

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Reading Order Tips

• Reading Order is best when source document is
  accessible and converted correctly
• Accessibility depends on proper tagging

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Accessibility Reports
Create Accessible PDFs

• Full Check
• Accessibility Tools gt Full Check
• Accessibility Full Check Window (Settings)
• Check by Section 508 Standard
• Report Results
• Detailed Report structure errors, Summary of
  Errors, Hints for Repair
• Repair

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Exercise 2 Stage 1 Review

• Run Through Stage 1
• Review
• Tags,
• Language,
• Reading Order

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Stage 2 Correct
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Key Steps

• Correct problem areas identified in Full Check
• Use Tags and Order Panels
• Open TouchUp Reading Order Tool TURO
• Accessibility Tools gt TouchUp Reading Order

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Touch Up Reading Order Tool

• TURO used along with Order Panel
• How to select item blocks on document panel and
  in order panel
• How to select content that is not yet identified
  on order panel
• Designation Types - TURO and Context Menu (right
  click on content)
• Re-order items if needed drag and drop

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Tag Images and Add Alt Text
Create Accessible PDFs

• For untagged images
• Select Item Block gt Right Click gt Tag as Figure
• Select Item Block gt TURO gt Click Figure button
• Add Alternative Text
• Right Click gt Edit Alternate Text
• Alt text provides function and context
  information

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Background Content

• Background Content Includes
• Empty item blocks
• Decorative Images
• Designate as Background
• Select Item gt Right Click gt Tag as Background
• Select Item gt TURO gt click Background button

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Tables

• Are Table Headers missing for Tagged Tables?
• Table Headers appear as TH on tags tree
• TH help screen reader users navigate table
  content.

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Add Table Headers

• Select Table gt Right Click/TURO gt Table Editor
• Assign Table Headers
• Right Click Header Cell gt Table Cell Properties
• Cell Type Header,
• Scope Column
• Data Cell? Select Cell type of Data and scope
  none

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Tables Add Table Summary

• Table Summary provides function and context of
  table information
• Select Table gt Right Click gt Context menu Edit
  Table Summary
• Type information in Table Summary area

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Create Links
Create Accessible PDFs

• Links should carry over from source document
• Create Accessible Links
• Page View gt Select Tool (arrow and cursor icon)gt
  Select Content gt Right Clickgt Create Link
• Select appropriate link action and click next
• Test Link and verify that tag for link is created
  in tags tree Link Objr

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Security Settings

• Ensure security settings allow for Assistive
  Technology Access
• File gt Properties gt Security Tab or
• Tools gt Protection
• If restricting printing/editing
• Enable text access for screen reader devices for
  visually impaired (see permissions)
• Changes Allowed Drop Down gtAllow Filling Form
  Fields, Signature Fields

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Tags Panel

• Ensure all corrections are reflected in Tags
  panel
• Review Tags panel and Edit Tags if necessary

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Exercise 3 Stage 2 Correct

1. Review Report
2. Edit Alt text for image
3. Identify Table Headers
4. Change Designation of an Item
5. Create a Link

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Stage 3 Final Review
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Key Steps
Create Accessible PDFs

• Run Accessibility Checks
• Tags
• Document Language
• Reading Order
• Full Check
• Save your PDF

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Advanced Topics
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Scanning to Adobe Acrobat

• Create from Scanner
• Document Settings
• Make Searchable (Run OCR) is checked
• See Scanned Documents and Forms section in
  Accessible PDF Manual
• http//www.csus.edu/accessibilty/guides.html

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Forms
Create Accessible PDFs

• Convert to PDF so resulting PDF is not Tagged
  (Print to PDF option)
• Add Form Controls in Adobe before adding Tags
  manually.
• Ensures tags are correctly created for form
  fields in PDF document.

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Add Form Controls
Create Accessible PDFs

• Have Adobe recognize form fields in doc
• Tools gt Accessibility gt Run Form Field
  Recognition
• Adobe automatically detects form fields
• Form Editing Mode
• Use form tools to edit content e.g. Add new field

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Edit Form Fields

• In Forms Editor Mode Select Tab Order gt Show Tab
  Numbers
• In Fields pane Manually drag and drop form
  fields to correct location
• Form fields missing?
• Use Add New Field option, select appropriate
  field type and apply to appropriate content on
  page

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Form Field Tooltips

• Serve as instructions for users of assistive
  technology
• Indicate actions to complete in form field
• Screen reader announces tooltip to users when in
  forms view

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Add Tooltip to Form Fields
Create Accessible PDFs

• Add Tooltip for each field
• Double click a Field gt Type Tooltip
• For a Name field you can use the tooltip First
  Name
• Insert F5 brings up Forms Fields with tool tip
  instructions for JAWS users
• Name Edit
• Verify that all form fields are in place

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Add Tags to Form

• Close form editing mode
• Tasks Pane gt Close Form Editing
• Add Tags Advanced gt Accessibility gt Add Tags to
  Document
• Tags Panel displays on screen

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Reviewing Tags and Order

• Open Tags and Order view
• Expand tags and verify that form fields are
  tagged correctly
• Notice the reading order should display form
  fields
• Edit as necessary
• Save document when you are done editing

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Summary
Create Accessible PDFs

• Create an Accessible source document
• Convert into PDF correctly
• Review and Correct
• Save changes
• Make available once accessible

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Need More Help?

• Contact
• Cryssel Vera
• Instructional Materials Specialist
• cvera_at_csus.edu, 278-2847