PowerPoint Presentation

Accessible PDFBasic OverviewJuly 23, 20131What Do You Need to Know?Do you need a PDF in this case?How to identify an accessible PDFHow to create an accessible source documentHow to repair a documentHow to check your work

Why Is This Important?Right thing to doIts the LawUniversity Policyhttp://webs.purduecal.edu/webaccessibility/web-accessibility-policy/ 3Why Is This Important?Access for All Universal DesignThose with and without disabilitiesDifferent learning stylesDifferent technologies assistive and otherwiseHelps in the process of converting to alternate formats (textbooks)Captioning, Older users, English as Second LanguageSearch engines optimization favors accessible websites

Documents designed to be accessed by assistive technology devices and softwareScreen readers JAWS / NVDAMagnifiers ZoomTextText to Speech Kurzweil, DragonRefreshable Braillehttp://www.section508.gov/index.cfm?fuseAction=AssistiveTechDevices 4Experiential LearningWhat screen reader users hear:PDFUntagged Tagged

The Document You HeardStark Tinkham Writing Contest FlyerStark Tinkham Writing Contest Flyer http://webs.purduecal.edu/engphil/files/2013/04/Stark-Flyer-2013.pdf6One Caveat.PDF is NOT Universally AccessibleWhy Not?People with low vision cant manipulate fontsHowever: New technology developing all the timeTheyre working on itDoes not mean we abandon all hope with PDFshttp://www.szb.ch/index.php?id=1269&L=38First Steps: Ask YourselfDoes this document need to be a download?Could it be created as a Web Page?Web pages cant be altered eitherIf you provide the download as a supplement, it still must be accessible.Equivalent Experience

9What Makes a PDF Accessible?Document LanguageDocument TitleStructure Tags define the structure Logical reading orderAppropriate Alternative text for imagesData tables Header CellsColor ContrastHuman readable links descriptive textForms: Field Descriptions, tooltips, other considerations

Start with the SourceCreate accessible source documentsYour work in creating accessible PDFs is less taxing and less time consuming!You wont be asked to re-create the material as an accommodationYou make your documents more portable Cross browserCross platformCross device

11Hands OnSample documentshttp://webs.purduecal.edu/webaccessibility/apsac-pdf-workshop-072313

http://webs.purduecal.edu/webaccessibility/apsac-pdf-workshop-072313/12How to Create an Accessible Document in WordStyles for structureLists, paragraphs, headingsImages Alternate text, CaptionsTables for Data, not LayoutLayout built-in tools (columns)Links are descriptiveColor contrast, other informationPlain LanguageOrganization & LanguagePlain languageEasy to understandEasy on the jargonThink about how the document will be heardStyles for StructureFontsType (family)Size (12 point minimum recommended)ColorLine SpacingIndentationBorders & ShadingOther Effects

HeadingsHeading Styles Section TitlesAnything on a Table of ContentsTips:Keep them shortFollow a logical order / hierarchy like an outlineThis is your navigationRoadmap through the documentImages - Alt TextHow do you decide? Complicated images(like this one) Provide a long description as a separate page

ImagesRight ClickFormat PictureAlt Text - DescriptionNot Title

Images OtherCaptionsJAWS wont read alt text in WordAdding captions helps everyoneWrap textInlineTop and BottomAvoid WatermarksDifficult to see

ColorSufficient ContrastTwo similar colors next to each other hard to readSize mattersDont use color as only way to convey informationProvide additional help via text

Snook Color Contrast check: http://www.snook.ca/technical/colour_contrast/colour.htmlCheck using the methods outlined on the Social Security Web site: http://www.socialsecurity.gov/accessibility/checklists/word2010/colorAndContrast.htm

20Data Tables Insert!Dont Draw!

Insert Quick TableThree columns, three rowsFirst row put Header One, Header Two, Header Three in the columnsSecond and third rows put Data one Data two, Data three, Data four, Data five, Data six in columns

Data Tables Column Header rowsNo Blank Cells or rowsTables are read row by rowAlternate TextCaptions

No Tables for Layout!Use Columns not tabs or tablesCharts, smart art, tables other objectsAlternate textGroup objects togetherAlternate text to the image as a wholeAvoid Text boxesUse Styles instead

LinksHuman readable text No Click Here, Read moreNo complex URLsListen to this:A publication-quality image is available at http://news.uns.purdue.edu/images/+2009/raman-watery.jpgVs This:A publication-quality image is available.FootnotesFor those who want to print document

Check Your WorkRun Accessibility CheckerFix the problemsRun it again, til its cleanREMEMBER: the checker is NOT Perfect!May not identify a document with no headingsMay not identify other issuesYOU are the authority!

Save As OptionsStandardDocument structure tags for accessibility

Save As PDFWays to do this:Create PDFPreferencesFile>>Save as PDFSave As and choose PDFOptions / PreferencesNote: Word 2011 for Mac does not produce a tagged PDF. You may want to use Open OfficeCreate PDF

Acrobat Tab PreferencesApplication SettingsEnable Accessibility and Reflow with tagged Adobe PDF

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

First, Check the DocumentYou need Acrobat ProInterface and tools different for 9, 10, 11Big Accessibility improvements in 11 Use it here Open Lab (check schedule)31What Are We Looking For?Tags Similar to HTMLStructure Headings/Paragraphs/ListsImage Alternate Text & CaptionsTable headingsLinksColor****READING ORDER****Set Up Assistant for reflow / reading order32Steps to Follow Acrobat XIFirst: Run document checkUnder AccessibilityoptionsNo need to change defaults

Check Issues IdentifiedAcrobat XITwo items at least will need visual checksLogical Reading OrderColor ContrastYou most likely will be able to make minor adjustments

Visual ChecksLook at the TagsLook at the Reading OrderYou may decide that the checker has it wrongYou can move things around Drag and DropBetter in XI than in XVisual Checks - TagsLook at the Tags PanelLook 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)

Visual Checks Reading OrderLook at the Reading OrderEach page has a unique reading orderWould it make sense if this is the orderin which someonewas reading thedocument to you?

Trust Yourself!You may decide that the checker has it wrongYou can move things Drag and DropBetter in Acrobat Pro XI than in Acrobat Pro XYou can change the tagsTag Properties orUse the Touch Up Reading Order Tool

Take it FurtherVisual CheckColor Contrast AnalyzerScreen Reader TestLike Browsers there are differencesJAWS most popular and most expensiveNVDA - freeWindows Narrator Windows 7Macs - VoiceOverAcrobat Pro Built in Read Out LoudView>>Activate Read Out LoudNot always accurateGood enough in most cases

We never would have found the problem with the Newsletter if we had not listened to it. Our assumption was that it would be read accurately. It wasnt.39Where we *Almost* got in troubleEnglish Language Program NewsletterTagged but not rightTagged properly

English Language Program Newsletter: http://webs.purduecal.edu/elp/files/2008/06/feb-2013-newsletter.pdf

40A Note about Data TablesAcrobat XI checker may not catch theseTouch Up Reading Order Table EditorPretty good for simple tablesHeadersScopeFor Complicated Tables Advanced workshop!

A Note About Tags:Every Tag has PropertiesMost of them you wont needSet languageSet Alternate Text for images / tablesMore About Tags:

Expand all tags:Ctrl + click on plus next to TagsCan find tag by selectionHighlight heading in documentClick on drop down upper left of panel under TagsAnother Note: SAVE EARLY AND OFTENAcrobat Pro is notoriously unforgivingThere is no UNDO for many of these stepsSave frequently Save incrementallySo you will have a version to return toDont count on RevertTrue for forms as well as documents44Satisfied?If youve run the checker and its cleanIf youve looked at the Reading OrderIf youve looked at the colorsIf youve looked at the tagsIf youre satisfied with your document..

Youre Done!You have done as much as you canThere will always be issuesWith assistive technology differencesWith changes in regulationsSummaryStart with the SourceAnalyze the document StructureText alternativesColorTablesLinksCheck your work

Resources SO MANY!Our Web Accessibility Site Resources PageCheat Sheets from the National Center on Disability and Access to EducationGuidesAdobe Best Practices Guide (94 page PDF)Adobe PDF Accessibility Repair Workflow (50 page PDF)WebAIM PDF Accessibility Web PagePenn State West Lafayette (PDF)Health & Human Services Web PageMicrosoft Office Creating Accessible Office FilesCalifornia State University PDF Accessibility TutorialsOur Web Accessibility Site Resources Page http://webs.purduecal.edu/webaccessibility/resources/Cheat Sheets http://www.ncdae.org/resources/cheatsheets/Adobe Best Practices Guide (94 page PDF) http://www.adobe.com/accessibility/products/acrobat/pdf/acrobat-xi-pro-accessibility-best-practice-guide.pdfAdobe PDF Accessibility Repair Workflow (50 page PDF) http://www.adobe.com/accessibility/products/acrobat/pdf/acrobat-xi-pdf-accessibility-repair-workflow.pdfWebAIM PDF Accessibility Web Page http://webaim.org/techniques/acrobat/acrobatPenn State http://accessibility.psu.edu/commontoolsWest Lafayette (PDF) http://webs.purduecal.edu/webaccessibility/files/Tips-for-Creating-Accessible-Online-Documents.pdfHealth & Human Services Web Page http://www.hhs.gov/web/508/accessiblefiles/pdfaccessibility/Microsoft Office Creating Accessible Office Files http://office.microsoft.com/en-us/support/overview-creating-accessible-office-files-HA102671874.aspx?CTT=3 California State University PDF Accessibility Tutorials http://teachingcommons.cdl.edu/access/docs_multi/pdf_vid_tut/PDFVideoTutorialHome.shtml

Additional Handout: http://webs.purduecal.edu/webaccessibility/files/Accessibility_Best_Practices_Handout_041513.docx

48A Word About Acrobat ReaderReader is not Acrobat ProAcrobat Reader XI better than XCan save forms that are filled out in ReaderRecognizes more of the accessibility featuresProvide link to plugin on every Web page where you offer a documentWe make it easy on you:If your site doesnt have this on the side, let us know and well add it.

Your Questions & FeedbackTalk to me! Im listening!

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