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Achieving Accessibility with PDF
Greg PisockyAdobe SystemsThursday March 26, 2009
Using Acrobat 9 to Make Documents Accessible
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Agenda
PDF File Format Considerations Analyzing PDF Documents for Accessibility:
The PDF Accessibility Repair Workflow Configuring Adobe Acrobat 9 / Adobe Reader 9 for Accessibility
Accessibility Preference Settings Accessibility Setup Assistant
Demonstrating the Workflow Scanned Content Forms Searchable Text
Finishing Touches For More Information
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The File Format: Accessibility Requirements
Logical Reading Order – Does it make sense when you listen to it?
Alternate Text Descriptions for Non-Text Elements – Have alternate text descriptions been added to graphics for those with visual disabilities?
Logical Tab Order (Forms) – Can you navigate the form in a way that makes sense?
Short Descriptions (Forms) – Are audible short descriptions added to form fields for those with visual disabilities?
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Scenarios for Accessible PDF
You Intend to Create a PDF File
Applications that Create Tagged PDF PDF Maker (for Microsoft Office) Other Applications
PDF Form LiveCycle Designer
(Application Distributed with Acrobat 8 Professional)
You Have a PDF FileScanned PDFPDF Forms
Acrobat Forms (Forms Toolbar in Acrobat 8 Professional)
Searchable PDF
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The PDF Accessibility Workflow....
Ask Yourself a Series of Questions in this Order
Is the PDF a Scanned Image?Is the PDF Intended to be a Form?Is the PDF Tagged?Are the Items Properly Tagged?
Verifying read order Verify proper tagging (i.e., figures,
tables, etc.) Add alternate text descriptions to
graphics Add short descriptions to form fields
Have I Missed Something? Run the Accessibility Checker
Make recommended and appropriate repairs until no problems found
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From Acrobat From the Menu
File > Open Keyboard Shortcut
Ctrl + O Accelerator Keys
Alt + F + O From Outside of Acrobat
Tab to file and select (begin typing file name)
Click on a PDF file Right Mouse Click (“Open With...”)
1. Open the PDF File
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2. Analyze the Content – Give Yourself an Idea of What Lies Ahead
Determine the Complexity of the Document / Page
Short document (a few pages) or a long document (many pages)
Single Column / Multi Column?Are there graphics present?Tables?Does it appear to have multiple
headings?Does it appear to have form fieldsIs the layout easy or difficult to
follow (side headings for example)?
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3. Determine if the PDF File is a Scanned Image
Verify the presence of searchable text Zoom In, Look for “Jaggies”Search for Text on the Page (Ctrl F)Run “Read Out Loud” on the Page
(First, Activate Read Out Loud: View > Read Out Loud, or Shift + Ctrl + Y, or Alt + V + A + A)
Menu: View > Read Out Loud > Read This Page Only
Keyboard: Shift+ Ctrl+V Alt + V + A + P If it is an image, Read Out Loud will prompt you
to run the optical character recognition engine, “Recognize Text Using OCR” (see next slide)
Perform the Quick Check Advanced > Accessibility > Quick Check Shift + Ctrl + 6 Alt + A + A + Q
Perform the Full Check Advanced > Accessibility > Full Check Alt + A + A + F
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If it is a Scanned Image... Perform OCR
Optical Character RecognitionMenu:
Document > OCR Text Recognition >Recognize Text Using OCR
Formatted Text andGraphics (ClearScan for Acrobat 9)
Verify Language Lowest Downsampling (600 dpi)
Alt + D + Z + S Search for and Correct
“Suspects”Menu: Document > OCR Text
Recognition > Find First OCR Suspect Proofread (Touchup Text Tool) Read Out Loud Can Also
Launch OCR
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4. Locate URLs and Activate Links
Use Acrobat’s Create Links from URLs CommandThis has the effect of converting URLs in a PDF document to active hypertext links
Advanced > Document Processing > Create Links from URLs
ALT + A + D + C
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5. Determine if the PDF File is Meant to be a Form
Visual InspectionDoes the Document Appear to be
Soliciting Information – Name, Address, Social Security Number?
Read Out Loud / Screen Reader Also Offer Clues for the Visually Impaired
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If the PDF File is Intended to be an Interactive Form...Add Form Fields
Automatically detect Form FieldsForms > Run Form Field RecognitionAlt + O + R
or if you preferAdvanced > Accessibility > Run Form Field RecognitionAlt + A + A + U
Add form fields using the Acrobat Forms Tools (Acroforms)
Menu: Tools > Forms> Show Forms ToolbarAlt + T + R + B
Add Form Fields to the TagsAdd Tags after adding form fields: Advanced
> Accessibiltiy > Add Tags to DocumentAdvanced > Accessibility > Add Form Fields to
TagsAlt + A + A + D
Or Manipulate in the Adobe DesignerMenu: Advanced > Forms > Make Form Fillable in
Adobe Designer…(Alt + A + F + M)Other LiveCycle Designer Options Available by
Selecting from the Menu: Advanced > Forms from the Menu > Make Form Fillable in Adobe Designer (Alt + A + F + M)
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Or Manipulate the Form in the Adobe Designer (Not Covered)
Or Manipulate in the Adobe Designer Menu: Advanced > Forms > Make Form
Fillable in Adobe Designer…(Alt + A + F + M) Other LiveCycle Designer Options Available
by Selecting from the Menu: Advanced > Forms from the Menu > Make Form Fillable in Adobe Designer (Alt + A + F + M)
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6. Determine if the PDF File is a “Searchable PDF”
If you have performed the previous steps on the other PDF file types, your PDF will be a “searchable” PDF at this point
You Have Ruled Out or Corrected for the Scanned Document
You Have Ruled Out or Corrected for the Form
Now It Behaves as if it Came from a Word Processing or Desktop Publishing Application (Print > Adobe PDF)
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7. Determine if the PDF File is Tagged
Verify the presence of tags, - add tags if necessary
Verify Document Properties (Lower left corner of document properties dialog)
Menu: File > Document Properties Keyboard: Ctrl + D
Display the Tags Panel and use the Options Menu to verify Document is Tagged PDF
Menu: View > Navigation Panels > Tags
Run a Quick Check Menu: Advanced > Accessibility >
Quick Check Keyboard: Shift + Ctrl + 6 ALT + A + Q
Run a Full Check Menu: Advanced > Accessibility >
Full Check ALT + A + F
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If the PDF File is Not Tagged...then add Tags to the File
Add Tags to DocumentMenu: Advanced > Accessibility > Add
Tags to DocumentALT + A + A + A
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8. Determine if the Items are Properly Tagged
Use theTouchup Reading Order Tool
Menu: Advanced > Accessibility > TouchUp Reading Order
ALT + A + A + TVerifying read order (Follow the Numbers)
Show Order Panel Button onTouchUp Reading Order Tool
Menu: View > Navigation Panels >Order
ALT + V + N + OAdd alternate text descriptions to graphicsAdd short descriptions to form fieldsVerify proper tagging
(i.e., figures, tables, etc.)
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9. Make Sure You Have Not Missed Anything
Run the Accessibility Full Check
Menu: Advanced > Accessibility > Full Check
ALT + A + A + F Make recommended and
appropriate repairs – Read the Report, Follow the
Hyperlinks Repeat this process until
“No Problems Found”
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Product Feature: Acrobat TouchUp Read Order Tool
TouchUp Reading Order Tool in Acrobat 9 Professional for PDF Accessibility Repair
Review and correct reading orderReview and correct basic tagging
issuesAdd Alternate Text to FiguresAdd Short Descriptions to Form
FieldsTag simple tables quickly and
easily Benefits
•Quick and easy to detect tagging errors
Easy to fix most common errors
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Configuring Acrobat / Reader: Accessibility Preferences
Auto Scroll – Moves the pages for you. View > Automatically ScrollKeyboard: Shift + Ctrl + H
High Contrast View – Alters Text and Background Colors
Edit > Preferences (Ctrl + K) select Accessibility and check “Replace Document Colors”
Reflow – Large Type DisplayView > Zoom > ReflowCtrl + 4
Adjust Bookmark SizeView > Navigation Panel s> Bookmarks (F4)From the Options Button
Highlight the Current Bookmark Adjust Text Size Properties (adjust appearance)
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Configuring Acrobat / Reader: Accessibility Preferences (Cont.)
Read Out Loud – Reads to YouText
View > Read Out Loud > Activate Read Out Loud
Shift + Ctrl + Y Activates Read Out Loud
View > Read Out Loud Shift + Ctrl + V reads the current
page Shrift + Ctrl + B reads the entire
document Shift + Ctrl + C pauses reading Shift + Ctrl + E stops reading
Form Fields Edit > Preferences (Ctrl +K) select
Reading and select “Read Form Fields”
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Export to Other Formats
Export to Other File FormatsReader: Save as Accessible TextAcrobat: Export to Word Document,
Rich Text Format, HTML, XML, and Text
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Configuring Acrobat / Reader: The Accessibility Setup Assistant
Accessibility Setup Assistant Configures the User Agent for Optimal Performance with Assistive Technology
Adobe Acrobat
Advanced > Accessibility> Setup Assistant
Adobe Reader
Help>Accessibility Setup Assistant
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Demonstrating the Workflow
Scanned Content Fillable Form Searchable Text (time
permitting)
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Loose Ends (Some Common Errors That Crop Up)
Check the Language Attribute in Acrobat
File > Properties (Ctrl D) Choose the Advanced Tab, Select the Appropriate Language
Use Tags Panel to Provide Table Headers <TH> in First Table Row
In LiveCycle Designer, First Page Subform Needs to Have a Language Set
Fix Tab Order Does Not Correspond with Read Order Error
Display the Pages Panel: View > Navigation Panel > PagesSelect a Page and then Select All (Ctrl + A)Select Page Properties and Check “Use Document Structure”
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A Caution Regarding Automated Checking
There is NO Accessibility Button Accessibility Requires Human
Testing in addition to Automated Checking
Checking Can Only Detect for the Presence or Lack of Required Items
Cannot Check if an Item is Correct or Appropriate
Accessibility is a New Item for the Production Workflow – Like Authoring, Layout, Proofreading, etc.
Note Also, Publishers Will Need to Employ a Variety of Techniques and Methods
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For More Information
Adobe’s Accessibility Resource Center www.adobe.com/accessibility
Adobe Acrobat 9 Accessibility Guide Series http://www.adobe.com/enterprise/accessibility/training.html PDF Accessibility Overview Creating Accessible PDF from Microsoft Word Acrobat 9 Pro Accessibility Repair Workflow Using the Accessibility Checker in Acrobat 9 Pro Creating Accessible PDF Forms with Acrobat 9 Pro Acrobat 9 Pro Complete Best Practices for Accessibility
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