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Creating Accessible PDF’s

Learn how to create accessible PDFs that adhere to Section 508 guidelines and WCAG techniques. This guide covers page properties, common tags, alt-text, reading order, headings, disappearing content, hyperlinks, lists, scanned documents, and tables.

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Creating Accessible PDF’s

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  1. Creating Accessible PDF’s Access U 2019

  2. Creating Accessible PDF’s Section 508: http://www.section508.gov/ WCAG Draft Techniques: http://www.w3.org/WAI/GL/WCAG20-TECHS/pdf.html

  3. What we will cover Language Specification/ Page Properties Common Tags Alt-text Reading Order Headings Disappearing Content Hyperlinks Lists Scanned Documents Tables Fillable Forms

  4. Common Tags we will Cover <P>: paragraph <H1> through <H6>: Heading 1-6 <Figure>: Graphical Image <Table>: Marks beginning of a table <TR>: Marks beginning of Table Row <TH>: Table Header <TD>: Table Data <L>: List - Marks beginning of list <LI>: List item <LI_Lable> The list item label <LI_Title> The list item title <Link>: Link <TOC> Table of Contents <TOCI> Table Item <TOCI_Title> Title of the Section <TOCI_Page> Page Number of section

  5. Setting Document Structure: Pages Panel-Highlight all pages-Right click on pages-Page properties- Use Document Structure Setting Language:File-Properties- Advanced Tab- Language Setting Language and Document Structure

  6. Ask yourself: Does it convey meaning? Is it clip art, a chart, a graph, a logo, or a map? Does the Map have a Key? Does it show points of interest? What type of chart or graph is it? Flowchart – If then statements Timeline – Time markers Line graph – Data points: x, y coordinates Bar graph – Tabular information Alt-Text Ensure all images that contain meaning are tagged as figures and contain meaningful alt-text.

  7. Alt-Text

  8. How would you describe this image? Alt-Text

  9. How we described it: Graphical image is a chart depicting a timeline with Acquisition Steps to Ensure Agency Commitment to Programs/Projects. The following key decision points and major reviews progress as follows: Formulation : A. Pre-Program Acquisition ASP ASM JICB (Ongoing) Implementation: B. Program Acquisition/Program Evaluation a. Program System Requirements/ Definition reviews PSM b. Preliminary Design Review c. Critical Design Review d. Systems Integration Review e. Operational Readiness Review Alt-Text • 2. JCIB (Ongoing) • C. Operations/Program Evaluation • f. Flight Readiness Review • g. Post Launch Assessment Review • h. Program Status Review • 3. JCIB (Ongoing) • D. Closeout/Decommission • Note: Acquisition Strategy and Planning is integral to Program • Management and is owned by key decision makers.

  10. Should be left to right and top to bottom. Information may be presented in two column text. Tag in the order in which you want it to read and save often. Order Panel allows you to adjust reading order of contents. Reading Order

  11. Use headings in a logical hierarchical order. Sub headings will be H2’s, H3’s etc. More Headings are located in the tag properties up to H6. Headings

  12. Headings

  13. PDFs are layered documents. Sometimes the background layers move to the front or vice versa. You can move background content back into view by re-ordering content in the content panel. [Example] Disappearing Content

  14. Meaningful! (not Click ‘Here’ or “More’) Standardize link indicators Knowbility Home Page [www.knowbility.org] Hyperlinks

  15. Use the Link tool to zone link text separately, then use the link properties to set the destination URL. Hyperlinks

  16. For web pages type URL exactly as it appears. For E-Mails address type Mailto: before E-Mail address. Example: Mailto:kblack@knowbility.org Hyperlinks

  17. Tag link text as <P> paragraph tag > right click tag and select “find unmarked links” Ensure Tag structure shows <Link> then <Link-OBJR> then Content Box containing link text Hyperlinks

  18. List items can appear as ordered or unordered lists in the body of the document. Ordered Lists contain numbers or letters Unordered lists have bullets Both types of lists utilize the same tags in a PDF. List Items

  19. According to the W3C Editor’s Draft: The PDF specification defines list structure in section 14.8.4.3.3 (List Elements). The structure types for lists in PDF documents are: L - the List tag, which contains one or more LI tags. LI - the List Item tag. List item tags can contain LI_Label and LI_Title tags. LI_Label - the list item label. Contains distinguishing information such as a item number or bullet character. LI_Title - the list item title. Contains list item content, or in the case of a nested list, it may contain additional List tag trees. List Tags

  20. List Tags

  21. TOC - Contains one or more TOCI tags. TOCI - TOCI tags can contain TOCI_Title and TOCI_Page tags. TOCI_Title - Contains section titles. TOCI_Page – Contain information such as page numbers or roman numerals. , or in the case of a nested TOC it may contain additional TOC tag trees Table of Contents

  22. Table of Contents in the Tag Tree

  23. Making scanned documents Accessible Scan the document Once the scan is complete use Document > OCR Text Recognition > Find first OCR suspect to look for problems in the conversion. Correct any problems you find and repeat the process as necessary. Add alt text to any graphic images. Repair the structural elementals such as reading order. Then run the accessibility check to see if anything else needs your attention.

  24. OCR Process: If the PDF file is a scanned image of text, an Optical Character Recognition (OCR) process must be followed. In Acrobat Pro 9.0 select Document > OCR Text Recognition > Recognize Text Using OCR... > then select all pages in document for conversion. In Acrobat Pro 11.0 Select Tools > Text Recognition > Find all Suspects > In This File > Select “All Pages” Scanned Documents

  25. Scanned Documents – OCR Acrobat Pro 11.0

  26. Once OCR has been completed Tags must then be added to the document. Once OCR conversion is complete each tagged element must be manually checked and verified. If errors are found “actual text” fields in the tag properties must be updated with edited content. Scanned Documents - OCR Verification

  27. Scanned Documents - Actual Text

  28. Making Accessible Tables

  29. Characteristics of a table include: Table Rows Column or Row Headers Table Data cells Module: Accessible Tables

  30. Some tables are slightly more complex. This table contains nested column headers. Tables

  31. Highlight the table using the touch up reading order tool and tag as a table. Tables

  32. If the table is broken into sections that share a common column heading make sure to only select the first section and tag it first. Tables

  33. Once the table has been tagged, right click on the table and select “table editor”. Tables

  34. Ensure each cell is properly aligned in this view. Tables- Table Editor

  35. Tables- Misalignment

  36. Check the tag tree for extraneous tags and missing <TR>, <TD> or <TH> tags Add missing tags to the Tag Tree and delete extraneous tags. This should change the alignment of the cells which you can check in the “Table editor”. Tables - Misalignment

  37. Tables- Tag Tree

  38. Tables: After a table has been tagged using the TouchUp Reading Order Tool, select the table by left clicking on it to ensure it is highlighted, then right click the highlighted portion and select Table Editor Right click each individual cell > Table Cell Properties > select Header or Data Cell. For header cells that are aligned vertically within the table make sure to change the scope to “Column”. For nested tables select the # of cells the row or column spans. Tables- Table Editor

  39. Tables- Table Cell Properties

  40. Common types of form fields: Text Entry Field Checkbox Radio Button: Must have identical name and tooltip for single selection Module 2: Making fill-able forms accessible

  41. Accessible Forms Steps: Detect form fields automatically or add manually Edit form field properties Apply tag structure to the document Associate form fields with text tags and ensure a proper reading order

  42. Detect form fields: Tools > Forms > Edit > Automatically Detect Form Fields Not always beneficial to automatically detect form fields but may be useful for some documents. Accessible Forms- Step 1

  43. Edit form fields’ properties: name and tooltip, add additional form fields where necessary. Accessible Forms - Step 2

  44. Apply tag structure to the document with tags from Tools > Accessibility > Touch up reading order Accessible Forms - Step 3

  45. Associate form fields with text tags and ensure a proper reading order Find tag from selection > find unmarked annotations Accessible Forms - Step 4

  46. Presented by: Kirk Blackkblack@knowbility.org Knowbility.org http://www.knowbility.org Contact Information

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