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Creating Accessible PDF Documents

Learn how to create accessible PDFs from existing or new files, including tables and images. Understand Acrobat 5.0 settings and Make Accessible Plug-in usage. Includes instructions for Microsoft Office 2000 applications. Review best practices and use the Accessibility Checker in Acrobat 5.0. Ensure compliance with accessibility standards for visually impaired users.

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Creating Accessible PDF Documents

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  1. Creating Accessible PDF Documents Dick Hemenway CMAC Accessibility Committee

  2. Topics • Acrobat 5.0 settings • Existing PDF Files • New Files • Documents Containing Bitmapped Images • Documents Containing Tables • Using the Make Accessible Plug-in - Available at Adobe.Com

  3. Acrobat 5.0 Settings • Edit > Preferences > General • Select ACCESSIBILITY • Change settings as required - suggest setting page count to 0.

  4. Acrobat 5.0 Settings 2

  5. Acrobat 5.0 Settings 3

  6. Existing PDF Files • Original File and Authoring Application Available • Original File and Authoring Application Unavailable • Scanned PDF

  7. Original File and Authoring Application Available • Install Adobe Acrobat 5.0 • Convert to a new PDF file using latest version of application • Use Make Accessible Plug-in

  8. Original File and Authoring Application Unavailable • Open PDF in Acrobat 5.0 • Use Make Accessible Plug-in

  9. New Files (Microsoft Office 2000 Application) 1. Open Document 2. Choose Acrobat > Change Conversion Settings

  10. Change Conversion Settings Dialog Box 1

  11. Change Conversion Settings Dialog Box 2

  12. New Files (Microsoft Office 2000 Application) Continued 3. Open Office Tab 4. Select Options • Embed tags in PDF • Page Labels off

  13. Select Options - Office Tab

  14. New Files (Microsoft Office 2000 Application) Continued 5. Open Bookmarks Tab 6. Select Options

  15. Bookmarks Tab

  16. New Files (Microsoft Office 2000 Application) Continued 7. Select Acrobat > Convert to PDF OR click Adobe PDF button

  17. Acrobat > Convert to PDF

  18. New Files (Microsoft Office 2000 Application) Continued 8. Name and save

  19. Specify Language for Text • Window > Tags • In Tags dialog box, click on + symbol to left of TAGS ROOT to get <DOCUMENT> • Right click on <DOCUMENT> to get menu • Select ELEMENT PROPERTIES • Select EN-US in LANGUAGE box • OK

  20. Specify Language 1

  21. Specify Language 2

  22. Specify Language 3

  23. Specify Language 4

  24. Documents Containing Bitmapped Images (Alt Tags) • Window > Tags • Click the + symbol to left of <figure> element • Select <figure> element - Right Click to get menu • Select ELEMENT PROPERTIES • Enter Alt Tag in ALTERNATE TEXT box • OK

  25. Alt Tag Images 1

  26. Alt Tag Images 2

  27. Documents Containing Tables • Use INSERT TABLE command or DRAW TABLE tool in MS Word • Don’t use tabs to simulate double-column text

  28. Using the Accessibility Checker in Acrobat 5.0 • Tools > Accessibility Checker • Change settings as required

  29. The Accessibility Checker 1

  30. The Accessibility Checker 2

  31. The Accessibility Checker 3

  32. Using the Make Accessible Plug-in • When you do not need to run the Make Accessible Command • How to use the Make Accessible Command

  33. When You Do Not Need to Run the Make Accessible Command • When you created a tagged Adobe PDF file using MS Office 2000 • When you created a tagged Adobe PDF file from scanned images using Adobe Acrobat Capture

  34. How to use the Make Accessible Command • Open the PDF file in Acrobat 5.0 • Choose Document > Make Accessible • Use the Tags palette to add a language specification or alt tags for images • Use the Accessibility Checker • Save the file

  35. Make Accessible Command

  36. Review • What do I need for • Existing PDF files - Acrobat 5.0, Make Accessible Plug-in and original application if available • Existing scanned PDF (image only) - Adobe Capture 3.0 • New files - Acrobat 5.0 and MS Office 2000 Applications

  37. Jaws Example

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