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Accessible PDF

Accessible PDF. Basic Overview July 23, 2013. What Do You Need to Know?. Do you need a PDF in this case? How to identify an accessible PDF How to create an accessible source document How to repair a document How to check your work. Why Is This Important?. Right thing to do

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Accessible PDF

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  1. Accessible PDF Basic Overview July 23, 2013

  2. What Do You Need to Know? • Do you need a PDF in this case? • How to identify an accessible PDF • How to create an accessible source document • How to repair a document • How to check your work

  3. Why Is This Important? • Right thing to do • It’s the Law • University Policy

  4. Why Is This Important? • Access for All – Universal Design • Those with and without disabilities • Different learning styles • Different technologies – assistive and otherwise • Helps in the process of converting to alternate formats (textbooks) • Captioning, • Older users, • English as Second Language • Search engines optimization favors accessible websites

  5. Experiential Learning • What screen reader users hear: • PDF • Untagged • Tagged

  6. The Document You Heard • Stark Tinkham Writing Contest Flyer

  7. One Caveat…. • PDF is NOT Universally Accessible

  8. Why Not? • People with low vision can’t manipulate fonts • However: • New technology developing all the time • They’re working on it • Does not mean we abandon all hope with PDFs

  9. First Steps: Ask Yourself… • Does this document need to be a download? • Could it be created as a Web Page? • Web pages can’t be altered either • If you provide the download as a supplement, it still must be accessible. • Equivalent Experience

  10. What Makes a PDF Accessible? • Document Language • Document Title • Structure • Tags – define the structure • Logical reading order • Appropriate Alternative text for images • Data tables • Header Cells • Color Contrast • Human readable” links – descriptive text • Forms: Field Descriptions, tooltips, other considerations

  11. Start with the Source • Create accessible source documents • Your work in creating accessible PDFs is less taxing and less time consuming! • You won’t be asked to “re-create” the material as an accommodation • You make your documents more portable • Cross browser • Cross platform • Cross device

  12. Hands On • Sample documents • http://webs.purduecal.edu/webaccessibility/apsac-pdf-workshop-072313

  13. How to Create an Accessible Document in Word • Styles for structure • Lists, paragraphs, headings • Images – Alternate text, Captions • Tables for Data, not Layout • Layout – built-in tools (columns) • Links are descriptive • Color – contrast, other information • Plain Language

  14. Organization & Language • Plain language • Easy to understand • Easy on the jargon • Think about how the document will be heard

  15. Styles for Structure • Fonts • Type (family) • Size (12 point minimum recommended) • Color • Line Spacing • Indentation • Borders & Shading • Other Effects

  16. Headings • Heading Styles • Section Titles • Anything on a Table of Contents • Tips: • Keep them short • Follow a logical order / hierarchy like an outline • This is your navigation • Roadmap through the document

  17. Images - Alt Text • How do you decide? • Complicated images(like this one) • Provide a long description as a separate page

  18. Images • Right Click • Format Picture • Alt Text - Description • Not Title

  19. Images – Other • Captions • JAWS won’t read alt text in Word • Adding captions helps everyone • Wrap text • Inline • Top and Bottom • Avoid Watermarks • Difficult to see

  20. Color • Sufficient Contrast • Two similar colors next to each other hard to read • Size matters • Don’t use color as only way to convey information • Provide additional help via text

  21. Data Tables – Insert! • Don’t Draw!

  22. Insert Quick Table • Three columns, three rows • First row put Header One, Header Two, Header Three in the columns • Second and third rows put Data one Data two, Data three, Data four, Data five, Data six in columns

  23. Data Tables • Column Header rows • No Blank Cells or rows • Tables are read row by row • Alternate Text • Captions

  24. No Tables for Layout! • Use Columns not tabs or tables • Charts, smart art, tables other objects • Alternate text • Group objects together • Alternate text to the image as a whole • Avoid Text boxes • Use Styles instead

  25. Links • Human readable text • No “Click Here”, “Read more” • No complex URLs • Listen to this: • A publication-quality image is available at http://news.uns.purdue.edu/images/+2009/raman-watery.jpg • Vs This: • A publication-quality image is available. • Footnotes • For those who want to print document

  26. Check Your Work • Run Accessibility Checker • Fix the problems • Run it again, til it’s clean • REMEMBER: the checker is NOT Perfect! • May not identify a document with no headings • May not identify other issues • YOU are the authority!

  27. Save As • Options • Standard • Document structure tags for accessibility

  28. Save As PDF • Ways to do this: • Create PDF • Preferences • File>>Save as PDF • Save As and choose PDF • Options / Preferences Note: Word 2011 for Mac does not produce a tagged PDF. You may want to use Open Office

  29. Create PDF • Acrobat Tab Preferences • Application Settings • Enable Accessibility and Reflow with tagged Adobe PDF

  30. Good News – Almost Done! • If your source document is well-structured and accessible – this is a piece of cake!

  31. First, Check the Document • You need Acrobat Pro • Interface and tools different for 9, 10, 11 • Big Accessibility improvements in 11 • Use it here – Open Lab (check schedule)

  32. What Are We Looking For? • Tags Similar to HTML • Structure – Headings/Paragraphs/Lists • Image Alternate Text & Captions • Table headings • Links • Color • ****READING ORDER****

  33. Steps to Follow Acrobat XI • First: Run document checkUnder Accessibilityoptions • No need to change defaults

  34. Check Issues IdentifiedAcrobat XI • Two items at least will need visual checks • Logical Reading Order • Color Contrast • You most likely will be able to make minor adjustments

  35. Visual Checks • Look at the Tags • Look at the Reading Order • You may decide that the checker has it wrong • You can move things around – • Drag and Drop • Better in XI than in X

  36. Visual Checks - Tags • Look at the Tags Panel • Look for H1 (heading level 1) • Look for H2 (heading level 2) • Look for P (paragraphs) • Look for L and LI (lists and list items) • Look for Tables and TR, TH, TD (table rows, table header cells, table data cells)

  37. Visual Checks – Reading Order • Look at the Reading Order • Each page has a unique reading order • Would it make sense if this is the orderin which someonewas reading thedocument to you?

  38. Trust Yourself! • You may decide that the checker has it wrong • You can move things • Drag and Drop • Better in Acrobat Pro XI than in Acrobat Pro X • You can change the tags • Tag Properties or • Use the Touch Up Reading Order Tool

  39. Take it Further • Visual Check • Color Contrast Analyzer • Screen Reader Test • Like Browsers – there are differences • JAWS – most popular and most expensive • NVDA - free • Windows Narrator – Windows 7 • Macs - VoiceOver • Acrobat Pro Built in Read Out Loud • View>>Activate Read Out Loud • Not always accurate • Good enough in most cases

  40. Where we *Almost* got in trouble • English Language Program Newsletter • Tagged but not right • Tagged properly

  41. A Note about Data Tables • Acrobat XI checker may not catch these • Touch Up Reading Order Table Editor • Pretty good for simple tables • Headers • Scope • For Complicated Tables – • Advanced workshop!

  42. A Note About Tags: • Every Tag has Properties • Most of them you won’t need • Set language • Set Alternate Text for images / tables

  43. Another Note: SAVE EARLY AND OFTEN • Acrobat Pro is notoriously unforgiving • There is no UNDO for many of these steps • Save frequently • Save incrementally • So you will have a version to return to • Don’t count on “Revert” • True for forms as well as documents

  44. Satisfied? • If you’ve run the checker and it’s clean • If you’ve looked at the Reading Order • If you’ve looked at the colors • If you’ve looked at the tags • If you’re satisfied with your document..

  45. You’re Done! • You have done as much as you can • There will always be issues • With assistive technology differences • With changes in regulations

  46. Summary • Start with the Source • Analyze the document • Structure • Text alternatives • Color • Tables • Links • Check your work

  47. Resources – SO MANY! • Our Web Accessibility Site Resources Page • “Cheat” Sheets • from the National Center on Disability and Access to Education • Guides • Adobe Best Practices Guide (94 page PDF) • Adobe PDF Accessibility Repair Workflow (50 page PDF) • WebAIM PDF Accessibility Web Page • Penn State • West Lafayette (PDF) • Health & Human Services Web Page • Microsoft Office – Creating Accessible Office Files • California State University PDF Accessibility Tutorials

  48. A Word About Acrobat Reader • Reader is not Acrobat Pro • Acrobat Reader XI better than X • Can save forms that are filled out in Reader • Recognizes more of the accessibility features • Provide link to plugin on every Web page where you offer a document • We make it easy on you: • If your site doesn’t have this on the side, let us know and we’ll add it.

  49. Your Questions & Feedback • Talk to me! • I’m listening!

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