Create Accessible PDF’s

1. Create Accessible PDF’s Adobe Acrobat Professional 10 Cryssel Vera cvera@csus.edu | 916-278-2847

2. Create Accessible PDF’s 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.

3. 3 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

4. 4 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

5. Create Accessible PDF’s What are Instructional Materials? • Electronic Distributed Materials • Syllabus • Word Docs, PPT, PDF, WebPages • Textbooks • SacCT Course Content • Faculty Website Content • Videos and Audio…

6. Create Accessible PDF’s 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

7. Crète Accessible Pds 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

8. Crète Accessible Pds 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

9. Create Accessible PDF’s 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

10. 10 Why an Accessible PDF? • 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!

11. Create Accessible PDF’s Accessibility Best Practices • 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

12. Create Accessible PDF’s Accessibility Elements • PDF contains readable text • PDF contains tags • Logical Reading Order and Structure • Alternative Text for Images • Document language is defined

13. Create Accessible PDF’s Accessibility Elements • Descriptive Labels for Links • Table Headers are identified • Review with Assistive Technology • Electronic – Multiple Formats

14. Create Accessible PDF’s 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?

15. Create Accessible PDF’s 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

16. Create Accessible PDF’s 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

17. Create Accessible PDF’s 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.

18. Crète Accessible Pds 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

19. Crète Accessible Pds 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

20. Create Accessible PDF’s Converting into PDF 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

21. Create Accessible PDF’s 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

22. Crète Accessible Pds Save as HTML • 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

23. Create Accessible PDF’s Save as RTF • Rich Text Format “RTF” • File > Save As > RTF • Read across different word processing applications

24. Create Accessible PDF’s Try it! • Convert “Syllabus Make me Accessible” into a PDF • Use Acrobat Tab > Create PDF button or • File Menu > Save As > “Adobe PDF”

25. Create Accessible PDF’s 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

26. Create Accessible PDF’s 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

27. Accessible PDFs: The Process

28. Create Accessible PDF’s 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

29. Create Accessible PDF’s Prepare Document

30. Sacramento State Create Accessible PDF’s Prepare source document • Source document contains logical reading order and structure, styles and formatting elements • Source document is converted into PDF format correctly

31. Sacramento State Exercise #1: Preparation Stage • Prepare the file in Word & convert to PDF. • Open File in Adobe Acrobat

32. Create Accessible PDF’s Stage 1: Review

33. Sacramento State Create Accessible PDF’s Check for Tags • File > Properties > Description tab > Advanced Area> Tagged PDF? Yes/No • View > Show/Hide > Navigation Panes > Tags • Expand Tags Tree • Click “Highlight Content” under Options

34. Create Accessible PDF’s Open Accessibility Tools • Display Accessibility Tools • View > Tools > 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

35. Create Accessible PDF’s Adding Tags to PDF’s • Add Tags to PDF • View > Tools > Accessibility > 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

36. Create Accessible PDF’s 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

37. Action Wizard – Create Accessible PDF’s • File > Action Wizard > Create Accessible PDF’s • Add document properties, accessibility options, and run accessibility test. • Add document Description • Instructions • Remove Hidden Information • Add Tags to Document • Accessibility Full Check

38. Create Accessible PDF’s Add Document Language • Tells screen reader language content should be read back • File > Properties > Advanced Tab > Reading Options > Select “English”

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

40. Create Accessible PDF’s 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

41. Sacramento State Create Accessible PDF’s Assess Reading Order • Order Panel – Look at Items blocks • Save as “Text Accessible” • File > Save As > More Options > Text (Accessible) • Use Assistive Technology (spot check) • JAWS • Adobe Read Out Loud Feature • View > Read Out Loud > Activate ROL

42. Create Accessible PDF’s Reading Order Tips • Reading Order is best when source document is accessible and converted correctly • Accessibility depends on proper tagging

43. Sacramento State Create Accessible PDF’s Accessibility Reports • Full Check • Accessibility Tools > 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

44. Sacramento State Exercise #2: Stage 1 Review • Run Through Stage 1 Review: • Tags, • Language, • Reading Order…

45. Create Accessible PDF’s Stage 2: Correct

46. Create Accessible PDF’s Key Steps • Correct problem areas identified in Full Check • Use Tags and Order Panels • Open TouchUp Reading Order Tool “TURO” • Accessibility Tools > TouchUp Reading Order

47. Create Accessible PDF’s 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

48. Create Accessible PDF’s Tag Images and Add Alt Text • For untagged images: • Select Item Block > Right Click > Tag as Figure • Select Item Block > TURO > Click Figure button • Add Alternative Text • Right Click > Edit Alternate Text • Alt text provides function and context information

49. Create Accessible PDF’s Background Content • Background Content Includes: • Empty item blocks • Decorative Images • Designate as Background: • Select Item > Right Click > Tag as Background • Select Item > TURO > click Background button

50. Create Accessible PDF’s Tables • Are Table Headers missing for Tagged Tables? • Table Headers appear as TH on tags tree • TH help screen reader users navigate table content.