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How to Make Accessible PDF’s Illinois Assistive Technology Program TJ Schlouski, ATP Krystal Connolly, ATP
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: [email protected]: @shlugi
Krystal Connollyemail: [email protected]
IATP ICT Accessibilityemail: [email protected]
