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Making a PDF Accessible - Tips & Software Guide

Learn how to make a PDF accessible with step-by-step instructions, software recommendations, and helpful tips. Ensure your PDFs are accessible to all users.

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Making a PDF Accessible - Tips & Software Guide

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  1. How to make a pdf accessible? • Obtaining software • Sample pdf for this presentation • Checking accessibility of the pdf • Tackling inaccessibility • Tips and helpful links

  2. Obtaining software The software used for this exercise is Adobe Acrobat X Pro – not Adobe Reader – available as below

  3. Sample pdf for this presentation

  4. Checking if the PDF is Accessible 1. Open pdf using Acrobat X (right click on file) The program is part of Adobe Web Premium (available from Run Advertised Programs under Control Panel) 2. Open Accessibility option from Tools

  5. The result: pdf is not accessible

  6. What accessibility-related problems were found? • .. images found with no alternate text • .. text blocks found with no language specified • .. elements not contained within the structure tags • .. number of words found that contain characters with no reliable mapping to Unicode

  7. Accessibility Problem: .. text blocks found with no language specified

  8. Accessibility Problem: .. elements not contained within the structure tags • According to the report, pages 2, 4 and 9 have document order problem.

  9. Accessibility Problem: .. number of words found that contain characters with no reliable mapping to Unicode • In this document there are 46 such occurrences and the problem in each case is In a jam here because the help message says – missing character encodings cannot be repaired in Acrobat and that one has to recreate the pdf file.

  10. Accessibility Problem: ..images found with no alternate text • In this document there just one image and that is without alternate text.

  11. Accessibility Problem: ..images found with no alternate text.. continued

  12. Accessibility problems where Acrobat failed • .. images found with no alternate text • .. text blocks found with no language specified • .. elements not contained within the structure tags • .. number of words found that contain characters with no reliable mapping to Unicode

  13. Plan B – Export the file to MS Word

  14. Inside word – providing alternate text

  15. Inside word – choose an encoding standard • Word takes care of encoding by default but if you are working with text files in format other than .doc, .docx etc, then you can follow the instructions here: http://office.microsoft.com/en-us/help/choose-text-encoding-when-you-open-and-save-files-HA010121249.aspx

  16. Back to Acrobat

  17. You have an accessible file

  18. Tip 1: Of the four types of problems discussed above, which ones should be tackled first? Purely from personal experience, handle the issues at Word level first.

  19. Tip 2: Much better to create an accessible file at source before converting it into pdf • Wordhttp://office.microsoft.com/en-us/word-help/creating-accessible-word-documents-HA101999993.aspx • PowerPointhttp://office.microsoft.com/en-au/powerpoint-help/ten-tips-for-accessible-documents-HA010337552.aspx • InDesign –http://help.adobe.com/en_US/indesign/cs/using/WSa285fff53dea4f8617383751001ea8cb3f-70aba.html • Microsoft accessibility training sessions • http://agimo.govspace.gov.au/2012/09/06/video-and-transcripts-of-microsoft-accessibility-training-sessions/

  20. How to make a pdf accessible? Thank you

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