Accessible PDF’s using Adobe Acrobat Standard or Professional Jarilyn Weber 06/11/2014 “Leading for educational excellence and equity. Every day for every one.”

What version do you have? education.state.mn.us 2

Adobe Acrobat… What’s the difference? education.state.mn.us 3 Three versions –Reader –Standard –Professional Professional is better for creating PDF forms Standard has all we need to check and fix PDF’s

education.state.mn.us 4 Differences (chart form)

1.Check document properties 2.Run OCR (Optical Character Recognition) 3.Set document language 5.Add tags to document 6.Add alt text 7.Run checker Steps to an accessible PDF education.state.mn.us 5

1. Check Document Properties Here you update the: –Title –Subject –Author –Keywords education.state.mn.us 6

2. Run OCR (Optical Character Recognition) Only need to run this step if document is scanned You can tell if scanned by: –Page is skewed –You can’t search –The text appears pixelated Appears on the tools pane under Text Recognition education.state.mn.us 7

8 3. Set Document Language

4. Add Tags to Document Will determine the order that items will be read. education.state.mn.us 9

10 4. Add Tags to Document, cont.

5. Add Alt Text I know, I know.. You hear this all the time, adobe makes it easy! education.state.mn.us 11

education.state.mn.us Run Checker

There are two ways to check: –Action Wizard –Full Check Suggest running Action Wizard before the Full Check Wizard runs through all the steps we just covered and helps fix them Full Check just returns a report of issues What is the Checker? education.state.mn.us 13

text_file Where our PDF’s will be today… education.state.mn.us 14

1.Enter Acrobat Standard or Professional 2.Open your file 3.Click on ‘Tools’ on the right hand side 4.Click on ‘Action Wizard’ 5.Click on ‘Make Accessible’ Let’s Run the Wizard! education.state.mn.us 15

Finding the Action Wizard and Full Check education.state.mn.us 16

Run the Wizard Click ‘Start’ The wizard will run through all the steps we just discussed. education.state.mn.us 17

Full Checker After you finish the wizard, a panel will open on the left with your full check results May also open the report separately. education.state.mn.us 18

education.state.mn.us 19 Failed Needs Manual Check Pass Accessibility Checker Pane Symbol Meanings

Adding security to your documents Images that contain words Crazy fonts Using more than 2-3 fonts per document Major Things to Avoid education.state.mn.us 20

Next, let’s create a PDF from Word and check it. education.state.mn.us 21

Open Word Make your document (or find it) Click on ‘File’ Click on ‘Save As’ –or ‘Save as Adobe PDF’ if available Pick ‘PDF’ from the drop down menu Click ‘Save’ How to turn a Word document to a PDF education.state.mn.us 22

Then open the PDF in Acrobat again and run through the same steps for accessibility. Let me know if you have questions Word to PDF Checking education.state.mn.us 23

Next Document: scanned_document education.state.mn.us 24

Lets look at a scanned document Here we will get to use the OCR tool Oddly enough, not called the Optical Character Recognition within the program, it is Text Recognition education.state.mn.us 25

Lets look at a scanned document, cont. Click on ‘Text Recognition’ Click ‘In this file’ Click ‘All Pages’ Click ‘Find First Suspect’ Work through each suspect This creates a text document behind the image education.state.mn.us 26

Just for fun, let’s click on ‘Find All Suspects’ Adrenaline Rush education.state.mn.us 27

From Acrobat, click on ‘File’ Click ‘Save As’ Choose whatever file format you would like Let’s save and open it up in Word Turning a PDF into a Word document (or pretty much any other kind of document) education.state.mn.us 28

Still scary, but much easier to fix This is the file it added behind the image in PDF form Fix here, then turn back into a PDF Opened in Word education.state.mn.us 29

FINAL ONE: form education.state.mn.us 30

Open document Check for tags Run Wizard Check tags again Reorder if necessary Form education.state.mn.us 31

Zoom Text –Verifies that all content appears in the correct order –Verifies that all content is readable while zoomed Read Out Loud (Screen Reader) –Verify that all page content is announced in the correct order Saving as Accessible Text (Brailler) –Verify that all page content is captured by text correctly Options for Manual Checks education.state.mn.us 32