1. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY Achieving Accessibility with PDF Greg Pisocky Accessibility Specialist Adobe Systems February 18, 2009 Microsoft Word to Accessible PDF

2. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY What is Accessibility?  Electronic information accessibility involves two key issues:  How content designers, developers, and authors produce content that functions with assistive devices used by individuals with disabilities.  How users with disabilities access electronic information

3. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY Product Features: Providing Accommodation for a Variety of Disabilities  Accommodation Achieved With or Without 3 rd Party Assistive Technology  Blindness (Text to Speech functionality: Read Out Loud and Screen Reader Compatibility also support for Braille output – refreshable keyboards, Braille embossers)  Low Vision (Text to Speech functionality, Support for Magnification and Large Type Display: Reflow, High Contrast Viewing, Read Out Loud, Screen Magnifier Compatibility)  Limited Mobility (Autoscroll, numerous keyboard equivalents, compatibility with alternate input devices, Support for Voice Recognition - Dragon, ViaVoice)  Cognitive (Read Out Loud, Compatibility with TextHelp’s PDFAloud which highlights content as it is being spoken)

4. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY Adobe Acrobat 9 Accessibility Overview  All products in the Acrobat family, Reader, Acrobat Standard, and Acrobat Professional work with conventional assistive technology products such as the popular screen readers JAWS and Window Eyes.  All of the Acrobat products also have built in accessibility features such as Read Out Loud speech synthesis, the ability to control the contrast between background and text, and the ability to provide a large type display using the Reflow feature.  Pro versions provide authors the ability to validate and create accessible PDF documents and forms from a variety of original sources including scanned paper documents.

5. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY Adobe Acrobat Pro Versions Accessibility Details  Compatible with Conventional Assistive Technology (All versions)  Has Built in Accessibility Accommodations (All Versions)  Read Out Loud  High Contrast  Reflow  Autoscroll  Accessibililty Setup Assistant  Facilitates Accessible Authoring (Acrobat 9 Pro Windows)  OCR  Add Tags  Touch Up Read Order Tool  Accessibility Checker

6. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY 6 Microsoft Word to Accessible PDF – Best Practices  Design an Accessible Word Document  Set Your Preferences  Convert using the Adobe PDFMaker  Check the Results in Adobe Acrobat 9

7. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY 7 Design an Accessible Word Document  Design an Accessible Word Document  Do NOT Use Character formatting for Headings, Use Styles  Add Alternative Text to Graphics in the Word File  Do NOT Use Spaces, Tabs to create tables, use the Table Editor

8. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY 8 Set Your Preferences  Set Your Preferences  From the Microsoft Word Menu: Adobe PDF > Change Conversion Settings  Make sure “Enable Accessibility and Reflow with Tagged PDF” option is selected

9. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY 9 Convert with the Adobe PDF Maker  Convert with Adobe PDFMaker  From the Microsoft Word Menu: Adobe PDF > Convert to Adobe PDF  Select the icon

10. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY Check the Results  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”

11. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY 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

12. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY 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 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 > Pages  Select a Page and then Select All (Ctrl + A)  Select Page Properties and Check “Use Document Structure”

13. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY Acrobat TouchUp Read Order Tool for Easy Repair  TouchUp Reading Order Tool in Acrobat 9 Professional for PDF Accessibility Repair  Review and correct reading order  Review and correct basic tagging issues  Add Alternate Text to Figures  Add Short Descriptions to Form Fields  Tag simple tables quickly and easily  Benefits  Quick and easy to detect tagging errors  Easy to fix most common errors

14. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY 14 For More Information  Adobe’s Accessibility Website: Your Resource for Acccessibility Information for Adobe Products  www.adobe.com/accessibility www.adobe.com/accessibility

15. ® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY 15