PDF

1. PDF PPT Those pesky proprietary formats: Alternatives Save the Day Sharon TreriseNortheast ADA & IT Center

2. WHY be concerned about PDF accessibility? • Most PDF files are not accessible (demo) • Image only • Not structured • Not tagged • Incorrect reading order Northeast ADA & IT Center

3. NYS Technology Standard S04-001 • Standard 14: Downloadable/Embedded Objects • 14.1 When downloadable documents [e.g., word processing documents, spreadsheets, Portable Document Format (PDF), java applets] are used, a link to accessible HTML or text version(s) will be made available. Northeast ADA & IT Center

4. Why require accessible HTML or text? • Requirements for individuals using screen readers • Only 2 screen readers can read PDF format • JAWS ($900 - $1100 + maintenance agreement) • Window Eyes ($800) • Must have the latest versions of Adobe Reader 6.01 (full version not basic version) • Wide range of users & browsing environments • Slow connection, older equipment, WebTV, cell phones, PDAs Northeast ADA & IT Center

5. Why require accessible HTML or text? • Authoring requirements • PDF files must be structured and tagged using Acrobat 5+ (full version) • MS Word 2000+ (only one to preserve structure when creating PDF file) • No assurances that final PDF file will be completely accessible depending on complexity of document • Many existing PDF files are not accessible and would require much work to convert to accessible PDF Northeast ADA & IT Center

6. Adobe Read-Out-Loud Feature Excerpted from Adobe Reader Help: Note: The Read-Out-Loud feature can read the text of a PDF file out loud, but is not a screen reader. Some systems may not support this feature. To read a document out loud: 1. Open the Adobe PDF document you want to read, and then navigate to the page on which you want to start reading. 2. Choose View > Read Out Loud > Read This Page Only or Read To End Of Document. • Does not have the full functionality of a screen reader • Still requires the document to be created with some degree of accessibility; especially complex documents Northeast ADA & IT Center

7. What do you think? • Is it easier to create an accessible HTML or an accessible PDF file? Northeast ADA & IT Center

8. IT DEPENDS • Is the document author and person creating the PDF file the same person; ie. have control of the original document? • Technical skills of the PDF file author • Are you starting with a new or existing document? • Current format (.doc, .pdf, .txt, etc.) • Complexity (columns, tables, forms) Northeast ADA & IT Center

9. What makes a PDF file accessible? • Live text (not a scanned image) • Proper reading order (determined by tags) • Text reflow (wraps to fit in window when enlarged) • Document structure (lists, headings, tables, etc.) • Alternative text for graphics (tags) Northeast ADA & IT Center

10. Creating a PDF file from a simple .doc • Document • Not Structured: no headings • Not Tagged: no alt text for graphics • Conversion to PDF • Conversion settings: Enable accessibility and reflow with Tagged PDF Northeast ADA & IT Center

11. Creating a PDF file from a simple .doc • Document • Not Structured: no headings • Not Tagged: no alt text for graphics • Conversion to PDF • Conversion settings: Enable accessibility and reflow with Tagged PDF • Usable but not fully accessible • Can’t list headings • No text associated with graphic image • Agency info in header not in correct read order Northeast ADA & IT Center

12. Creating an accessible PDF file from a simple .doc • Document • Structured: headings • Tagged: alt text for graphics • Conversion to PDF file • Conversion settings: Enable accessibility and reflow with Tagged PDF Northeast ADA & IT Center

13. Creating an accessible PDF file from a simple .doc • Document • Structured: headings • Tagged: alt text for graphics • Conversion to PDF • Conversion settings: Enable accessibility and reflow with Tagged PDF • Accessible PDF file • JAWS not able to list headings even though defined • Graphic does have alt text • Must edit tags to get header info in proper read order Northeast ADA & IT Center

14. Creating accessible HTML from a simple .doc • Conversion • In MS Word: File / Save As / Filtered HTML • Open Dreamweaver (or other familiar web editing tool) and import Word HTML • Make adjustments Northeast ADA & IT Center

15. Creating accessible HTML from a simple .doc • Conversion • In MS Word: File / Save As / Filtered HTML • Open HTML editor and import Word HTML • Make adjustments • Accessible HTML page • JAWS can read headings • Graphic has alt text • Header information is automatically in correct read order Northeast ADA & IT Center

16. Which is quicker / easier? • Creating an Accessible PDF file or an accessible HTML page from a simple document? About the SAME? Northeast ADA & IT Center

17. Creating an accessible PDF file from a complex PDF file • Advanced / Accessibility / Add Tags to Document • Review tags • Read order? • Alt text? • Headings? • What tag edits will be needed to make it accessible? Northeast ADA & IT Center

18. Creating plain text from a complex pdf file • File / Save As / Accessible text (.txt) • Review read order • Edits needed to correct read order • Cut and paste Northeast ADA & IT Center

19. Accessible PDF vs Accessible HTML: Which is quicker / easier? IT DEPENDS: Is the document author and PDF file author the same person; ie. have control of the original document? Less Difficult More Difficult Northeast ADA & IT Center

20. Accessible PDF vs Accessible HTML: Which is easier? IT DEPENDS: What are the technical skills of the PDF file author? Less Difficult More Difficult Northeast ADA & IT Center

21. Accessible PDF vs Accessible HTML: Which is easier? IT DEPENDS: Are you creating a new document or using an existing document? Less Difficult More Difficult Northeast ADA & IT Center

22. Accessible PDF vs Accessible HTML: Which is easier? IT DEPENDS: What is the current format (doc, pdf, txt)? Less Difficult More Difficult Northeast ADA & IT Center

23. Accessible PDF vs Accessible HTML: Which is easier? IT DEPENDS: How complex is the document? Less Difficult More Difficult Northeast ADA & IT Center

24. Where does your organization fall in this continuum? Authors the Same Advanced Skills New Document Current format = .doc Simple Document Authors Different Basic Skills Existing Document Current format = .pdf Complex Document Less Difficult More Difficult Northeast ADA & IT Center

25. Future? • Other competing formats, eg. FlashPaper2 • Future versions of Adobe Acrobat • Enhancements to screen reader software Standards may be revisited? Northeast ADA & IT Center

26. START NOW • Make the transition to accessible proprietary formats easier in the future • Ask everyone to create documents with Accessibility in Mind • Structured (headings, proper lists, etc.) • Tagged (alternative text) for images Northeast ADA & IT Center

27. PowerPoint on the web • PowerPoint is not a web-friendly format • How to convert to accessible HTML • PowerPoint Add-on (Windows only) • University of Illinois: Accessible Web Publishing Wizard for MS Office v.2 (http://cita.rehab.uiuc.edu/software/office/) • Use HTML slide program such as WimpyPoint or Slidemaker or OperaShow • Copy the outline to an HTML page & format by hand Northeast ADA & IT Center

28. PowerPoint Accessible Web Publishing Wizard • How it works: MS PowerPoint add-on • Output options (examples: http://cita.rehab.uiuc.edu/software/office/demo/index.html) • Text only view • Text mostly view • Multiple graphical views (640x480, 800x600, 1025x768, 1280x1024) • Outline view • Handout view • Additional styling options • Saving Options • Local disk directory • ZIP file • Web DAV Northeast ADA & IT Center

29. Resources • Northeast ADA & IT Center • www.northeastada.org • WebAIM (Web Accessibility in Mind) • www.webaim.org • California Community Colleges High Tech Training Center, “Creating Accessible PDFs”, • http://www.htctu.fhda.edu/trainings/manuals/web/Creating_Accessible_PDFs.pdf • AccessIT (National Center on Accessible Information Technology in Education) • www.washington.edu/accessit • ITTATC (Information Technology Technical Assistance and Training Center) • www.ittatc.org Northeast ADA & IT Center