create accessible pdf’s adobe acrobat professional 9.0 cryssel vera [email protected] | 916-278-2847

Create Accessible PDF’sAdobe Acrobat Professional 9.0

Cryssel Vera

[email protected] | 916-278-2847

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.

Create Accessible PDF’s2

Accessibility Resources

▪ 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


Accessibility Resources

▪ Professional Development for Accessible Technology▫ http://teachingcommons.cdl.edu/access/

index.html

▪ Accessible Instructional Materials Guides▫ http://www.csus.edu/accessibility/guides.html

▪ Faculty Staff Resource Center▫ http://www.csus.edu/irt/fsrc


What are Instructional Materials?

▪ Electronic Distributed Materials▫ Syllabus

▫ Word Docs, PPT, PDF, WebPages

▪ Textbooks

▪ SacCT Course Content

▪ Faculty Website Content

▪ Videos and Audio…


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

6 Create Accessible PDF’s

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


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


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


Create Accessible PDF’s

▪ 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

▪ It’s the right thing to do!

Why an Accessible PDF?10

▪ 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

Accessibility Best PracticesCreate Accessible PDF’s11

Accessibility Elements

▪ PDF contains readable text

▪ PDF contains tags

▪ Logical Reading Order and Structure

▪ Alternative Text for Images

▪ Document language is defined


Accessibility Elements

▪ Descriptive Labels for Links

▪ Table Headers are identified

▪ Review with Assistive Technology

▪ Electronic – Multiple Formats


Source Document Structure

▪ 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?


Styles and Formatting

▪ Use Styles and Formatting to Add Structure to document: Home Tab > 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


Apply Styles and Formatting

▪ 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


Exercises

▪ Go to: http://www.csus.edu/accessibility/dev/pdfworkshop.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.


Make Available in Electronic Format

▪ Word .doc, RTF, PDF, or HTML ▫ Word 97 – 2003 Document (Can be opened in

version 2007)

▪ First step in making document accessible

▪ Facilitates process to convert into alternate formats▫ Large print, Braille, mp3 audio etc.

▪ Saves Time


Make available in Multiple Formats

Portable Document Format “PDF”▫ MS Office 2007:

+ Buy Adobe Acrobat Standard/Pro – Create PDF Button‾ Acrobat Tab > Create PDF‾ Office Button > Save As > “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


Recommendation for Mac Users

▪ Office for Mac▫ Cannot create tagged PDF from Office on Mac

+ File > PDF+ Add Tags in Adobe Acrobat: Review, Repair, Review

process…

▫ Use OpenOffice for Mac + File > Export as PDF > General Tab > select “tagged

PDF” checkbox


Multiple Formats▪ Hyper Text Markup Language

“HTML”▫ File > Save As > 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


Multiple Formats

▪ Rich Text Format “RTF”▫ File > Save As > RTF

▫ Read across different word processing applications


Try it!

▪ Convert “Syllabus Make me Accessible” into a PDF ▫ Use Acrobat Tab > Create PDF button

or

▫ File Menu > Save As > “Adobe PDF”


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


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



Accessible PDFs: The Process

Items to Remember

▪ Use Adobe Acrobat v. 8 or higher to create PDF’s

▪ 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


PREPARE DOCUMENT


Prepare source document

▪ Source document contains logical reading order and structure, styles and formatting elements

▪ Source document is converted into PDF format correctly

Sacramento State


Sacramento State


Exercise #1: Preparation Stage

1. Prepare the file in Word & convert to PDF.

2. Open File in Adobe Acrobat

STAGE 1: REVIEW


Key Steps

▪ Check for Tags ▫ File > Properties > Description tab > Tagged

PDF▫ Open Navigation Panel: View > Navigation

Panels > Tags▫ Add Tags: Advanced > Accessibility > Add

tags to document

▪ Perform a Quick Accessibility Check▫ Advanced > Accessibility > Quick Check

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Key Steps

▪ Check/Add Document Language▫ File > Properties > Advanced Tab > Reading

Options > Select “English”

▪ Reading Order▫ Tags Panel; Select “Highlight Content” option▫ Order Panel – Numbered Areas


Assess Reading Order

▪ Order Panel – item blocks

▪ Export/Save as “Text Accessible”

▪ Use Assistive Technology (spot check)▫ JAWS

▫ Read Out Loud Feature in Adobe Acrobat

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Assess Reading Order

▪ Accessibility depends on proper tagging

▪ Page Properties for Reading Order ▫ Page Panel > Page Prop. > Use Doc Structure


Accessibility Reports

▪ Full Check▫ Advanced > Accessibility > Full Check

▫ Accessibility Full Check Window

▫ Report Results+ Detailed Report: Structural Errors, Link to content+ Summary of Errors+ Hints for Repair

▫ Section 508 Standards

▫ Repair

Sacramento State


Sacramento State


Exercise #2: Stage 1 Review

1. Run Through Stage 1 Review: Tags, Language, Reading Order…

STAGE 2: CORRECT


Key Steps

▪ Correct problem areas identified in Full Check Accessibility report

▪ Use Tags and Order Panels▪ Open TouchUp Reading Order Tool

“TURO”▫ Tools > Advanced Editing > TURO Tool

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Touch Up Reading Order Tool

▪ TURO used along with Order Panel▫ How to select item blocks▫ 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


Add Alternative Text

▪ Adding Alt Text to an Image▫ TURO > Select Image or Select Content > Designate

as Figure > Right Click Edit Alt Text

▫ Alt text should tell purpose of image

▪ Designating Items as Background▫ Empty item blocks

▫ Decorative Images

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Identify Table Headers

▪ Table Headers appear as TH on tags tree▪ Open TURO > Select Table > Table Editor

▫ Right Click Table> Table Editor Options > select “Show Cell Type” (Vers 9.0)

▪ Assign Table Headers▫ Table Cell Properties > Cell Type: Header/Data,

Scope: Column, Row, None

▪ Add Table Summary▫ Select Table > context menu “Edit Table Summary”


Create Links

▪ Hyperlinks should carry over from source doc▪ Create Accessible Links

▫ Main Document Window > Select Tool (arrow and cursor icon)> Select Content > Create Link

▫ 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 > Properties > Security Tab

▫ If restricting printing/editing: “Enable text access for screen reader devices for visually impaired”

▫ Changes Allowed Drop Down: “Allow Filling Form Fields, Signature Fields”


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 Report2. Edit Alt text for image3. Identify Table Headers4. Change Designation of an

Item5. Create a Link

STAGE 3: FINAL REVIEW


Key Steps

▪ Run Accessibility Checks▫ Tags

▫ Document Language

▫ Reading Order

▫ Full Check

▪ Save your PDF

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ADVANCED TOPICS


Scanning and Forms

▪ See “Scanned Documents and Forms” section in Manual

▪ Source documents that are mostly forms: convert so that 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

▪ Have Adobe recognize form fields in doc▫ Advanced > Accessibility > Run Form Field

Recognition

▪ Add and Edit Form Fields▫ (Adobe Acrobat 8) Forms > Edit Forms in

Acrobat ▫ (Adobe Acrobat 9) Forms Editing Mode

Appears after running form field recognition or go to Forms menu > Start Form Wizard

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Edit Form Fields

▪ In Forms Editor Mode: Select Tab Order > Show Tab Numbers

▪ In Fields pane: Manually drag and drop form fields to correct location

▪ Form fields missing? ▫ Use “Add New Form Field” toolbar options to

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.


Add Tooltip to Form Fields

▪ Add Tooltip for each field▪ On page select field > right click > Properties

> ToolTip field type instructions▫ For a “Name” field you can use the tooltip “Enter

your first and last name”

▫ Insert + F5 brings up Forms Fields with tool tip instructions for JAWS users

▪ Verify that all form fields are in place

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Add Tags to Form

▪ Close form editing mode▪ Add Tags: Advanced > Accessibility > Add Tags

to Document▪ 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 an Accessible source document

▪ Convert into PDF correctly

▪ Review and Correct

▪ Save changes

▪ Make available once accessible

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Questions?

▪ If you have questions about this workshop, please contact Cryssel Vera at:

[email protected]

Sacramento State


Workshop Evaluation

▪ Locate Workshop Evaluation Icon on Desktop

▪ Find Workshop Name Link, complete evaluation

Contact:

Cryssel Vera

Instructional Materials Specialist

[email protected], 278-2847
