Creating Accessible PDFs

1. Creating Accessible PDFs • Section 508: http://www.section508.gov/ • WCAG Draft Techniques: http://www.w3.org/WAI/GL/WCAG20-TECHS/pdf.html Creative Commons-Some Rights Reserved

2. Setting Language and Document Structure Setting Language: File-Properties- Advanced Tab- Language Setting Document Structure: Pages Panel-Highlight all pages-Right click on pages-Page properties- Use Document Structure Creative Commons-some Rights Reserved

3. Some Common Tags • <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 Creative Commons-Some Rights Reserved

4. Alt-Text • Ensure all images that contain meaning are tagged as figures and contain meaningful alt-text. Creative Commons-Some Rights Reserved

5. Alt-Text Creative Commons-Some Rights Reserved

6. Alt-Text • How would you describe this image? Creative Commons-Some Rights Reserved

7. Alt-Text • 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 • 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. Creative Commons-Some Rights Reserved

8. Alt-Text • 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 Creative Commons-Some Rights Reserved

9. Reading Order • 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. Creative Commons-Some Rights Reserved

10. Headings • 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. Creative Commons-Some Rights Reserved

11. Headings Creative Commons-Some Rights Reserved

12. Hyperlinks • Meaningful! (not Click ‘Here’ or “More’) • Standardize link indicators • Knowbility Home Page [www.knowbility.org] Creative Commons-Some Rights Reserved

13. Hyperlinks Use the Link tool to zone link text separately, then use the link properties to set the destination URL. Creative Commons-Some Rights Reserved

14. Hyperlinks • For web pages type URL exactly as seen in document • For E-Mails address type Mailto: before E-Mail address. Mailto:kblack@knowbility.org Creative Commons-Some Rights Reserved

15. Hyperlinks • 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 Creative Commons-Some Rights Reserved

16. List Items • 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. Creative Commons-Some Rights Reserved

17. List Tags • 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_Labeland LI_Titletags. • 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. Creative Commons-Some Rights Reserved

18. List Tags Creative Commons-Some Rights Reserved

19. 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. Creative Commons-some Rights Reserved

20. Scanned Documents • 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” Creative Commons-some Rights Reserved

21. Scanned Documents – OCR Acrobat Pro 11.0 Creative Commons-some Rights Reserved

22. Scanned Documents - OCR Verification • 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. Creative Commons-some Rights Reserved

23. Scanned Documents - Actual Text Creative Commons-some Rights Reserved

24. Scanned Documents - OCR • Once you have run OCR on the document, tags must be added. • Demo: Letterpress sample.pdf Creative Commons-some Rights Reserved

25. Module 2: Making fill-able forms accessible • Common types of form fields: • Text Entry Field • Checkbox • Radio Button: • Must have identical name and tooltip for single selection Creative Commons-Some Rights Reserved

26. 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 Creative Commons-Some Rights Reserved

27. Accessible Forms - Step 1 • 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. Creative Commons-Some Rights Reserved

28. Accessible Forms - Step 2 • Edit form fields’ properties: name and tooltip, add additional form fields where necessary. Creative Commons-Some Rights Reserved

29. Accessible Forms - Step 3 • Apply tag structure to the document with tags from Tools > Accessibility > Touch up reading order Creative Commons-Some Rights Reserved

30. Accessible Forms - Step 4 • Associate form fields with text tags and ensure a proper reading order • Find tag from selection > find unmarked annotations Creative Commons-Some Rights Reserved

31. Accessible Forms • Demo Accessible Forms Creative Commons-Some Rights Reserved

32. Testing in JAWS • Common hot keys: • Insert + f5 : Show list of forms • Insert + f6 : show list of headings • Insert + f7 : show list of links • Insert + z : turn on quick keys • Arrow keys : navigate within page • H or shift + H : Navigate by heading • T or shift + T : Navigate by table • Ctrl+alt+arrow keys : Navigate within a table Creative Commons-some Rights Reserved

33. Thank-you • Presented by: Kirk Blackkblack@knowbility.org Knowbility.org http://www.knowbility.org Creative Commons-some Rights Reserved