How to Make Accessible PDF’s

Illinois Assistive Technology Program

TJ Schlouski, ATPKrystal Connolly, ATP

Questions?

This is meant to be an interactive experience, if you have questions please ask.

Symbols we use on a daily basis…

Why are we talking aboutWord?

1. Most PDF’s start out as Word documents.

2. Creating accessible source documents help us to have accessible

PDF documents.

3. Remediating/Working in the source document to make the PDF

accessible is a lot easier than working in Adobe Acrobat to make

the PDF accessible.

Why are we talking aboutGoogle Docs?• Like Word, Google Docs is a new way to create source

documents.

• Since most schools use Google Docs as free alternative

to Microsoft Word it is important to know how to use

Google Docs to create accessible source documents.

How do we make accessible SOURCE Documents?• Use styles / headings

• Use columns and lists

• Use alternative text

• Use basic data tables

• Provide appropriate color contrast

What are styles?

• Styles create document structure in your document

• Styles include document elements for example Headings (H1, H2, H3)

• Styles or document structure allow for the document to be navigable by

assistive technology

• In Word you access styles through the Home Tab > Styles Menu

• In Google Docs you access styles through the Format Tab > Paragraph

Styles

Word styles

Google Docs styles

What are lists and columns?

• Lists and columns are used to break up and simplify content

• When creating lists and columns you need to use the built in tools to create them

• Using the tool provides proper mark up in the back end for assistive technology

• In Word 2016 you can access lists through the Home tab > Paragraph Menu > Bullets or

Numbering

• In Word 2016 you can access columns through the Page Layout Tab > Page Setup Menu >

Columns

• In Google Docs you can access lists through Format > List > Numbered or Bulleted

• In Google Docs you can columns through Format > Columns

Word lists and columns

Google Docs lists

Google Docs columns

What is alt text?

• Alternative text is a descriptive representation of what is in an image, chart, or

table

• Alternative text needs to be added to any image or chart that displays

important information

• To set the Alternative Text of an image in Word right click on the image > click

format image > click layout and properties > enter the alternative text under

description

• To set the Alternative Text of any image in Google Docs > click on the image >

click on Format > click on Alt text > then enter alt text under description

Word alt text

Google Docs alt text

What are basic data tables?

• Tables are used to display data in an organized way they

should not be used for layout for example Word forms

• When using tables in accessible source documents best

practice is to make it a simple data table

• No split cells or merged cells if it is possible to avoid

Word basic tablesbest practices• Never draw a table using the draw table option

• Always use insert table option or the graph paper to make your table

• Select your column headers• Right click and go to table properties

• Under the row tab • Uncheck “allow row to break across pages”

• Check “repeat as header on the top of each page”

Google Docs basic tables best practices • Tables must be drawn using the graph paper

• Google Docs doesn't allow you to designate column or row headers, so

keep your tables small so they are understandable without headers.

• To test the reading order of your table, place your cursor in the first cell

of the table. Now press the Tab key repeatedly to navigate through the

table. This will be the reading order that assistive technologies will use.

Word basic tables

Word basic tables

Google Docs basic tables

What is color contrast?

• Documents need to meet the basic requirement of

foreground and background color contrast ratio of 4.5:1

per WCAG 2.0 AA compliance guidelines

Color contrast - bad

Color contrast - good

Useful tools and Add-Ons

• Microsoft Word 2010 – 365

• Vision Australia Document Accessibility Toolbar (DAT)

• Microsoft Office built in accessibility checker

• Google Docs

• Grackle Docs

• Color Contrast Tool

• The Paciello Group - Colour Contrast Analyser

DAT

Grackle Docs

Colour Contrast Analyser

Can I make accessible PDFfrom Google Docs?• Short answer, NO.

• You can make a structured document in Google Docs but you can’s save an accessible PDF.

• You would need to save your structured Google Doc save it as a .docx, open it in Word and then save it as a PDF.

• Or you could use Grackle Docs to export an accessible PDF but this is the pay part of Grackle.

• 1 document is $10, 10 documents is $49, 25 documents is $98, 100 documents is $290

PDF’s

What makes a PDF accessible?

TAGS

What makes a PDF accessible?

Content structure in those tags

How do you get tagged PDF’s with structured content?

By making accessible source documents, and using the

resources that you have been provided in those tools.

Making PDF best practices Word…• Use styles

• Use lists

• Add alt text to images

• Add basic data tables

• If you make complex data tables in your source document and you

convert it to PDF you will have to mark your table up correctly using

ID’s, just like in HTML.

How to test if your PDF is accessible-ish…This test will work in Adobe Acrobat and Adobe Acrobat Reader:

1. In Adobe Acrobat Reader, Go to file

2. Go to Save as Other

3. Select Text

4. If you notice your Save as type is Text (Accessible)(*.txt)

5. Select save

6. Go open the txt file you just saved

If your PDF at least has tags and the reader order is correct you should have a

text document that has 1 for 1 text like your pdf.

Other useful tools to check PDF accessibility• Access for All, PDF Accessibility Check (PAC)

• Adobe Acrobat Accessibility Checker

Contact Information

TJ Schlouskiemail: tsclouski@iltech.orgTwitter: @shlugi

Krystal Connollyemail: kconnolly@iltech.org

IATP ICT Accessibilityemail: accessibility@iltech.org