1. Create Accessible PDF’s Adobe Acrobat Professional 9.0 Cryssel Vera cvera@csus.edu | 916-278-2847

2. Objectives ▪To learn what accessibility elements are needed to create an accessible PDF. ▪To understand how to apply these elements in your documents. ▪To create an accessible PDF Document. Create Accessible PDF’s 2

3. Accessibility Resources ▪Accessibility Information for InstructorsAccessibility Information for Instructors ▫ http://www.csus.edu/accessibility/instructors.ht ml ▪The CSU Accessible Technology InitiativeThe CSU Accessible Technology Initiative ▫ http://www.calstate.edu/accessibility/ ▪Accessibility at Sacramento StateAccessibility at Sacramento State ▫ http://www.csus.edu/accessibility/index.html Create Accessible PDF’s 3

4. Accessibility Resources ▪Professional Development for Accessible TechnologyProfessional Development for Accessible Technology ▫ http://teachingcommons.cdl.edu/access/index. html ▪Accessible Instructional Materials GuidesAccessible Instructional Materials Guides ▫ http://www.csus.edu/accessibility/guides.html ▪Faculty Staff Resource CenterFaculty Staff Resource Center ▫ http://www.csus.edu/irt/fsrc Create Accessible PDF’s 4

5. What are Instructional Materials? ▪Electronic Distributed Materials ▫ Syllabus ▫ Word Docs, PPT, PDF, WebPages ▪Textbooks ▪SacCT Course Content ▪Faculty Website Content ▪Videos and Audio… Create Accessible PDF’s 5

6. Accessible Documents ▪Documents that are designed and structured to be used effectively by people with disabilities. ▪Can be accessed by assistive technology devices/software: ▫ Screen Reader – JAWSJAWS ▫ Magnification Software – ZoomTextZoomText ▫ Scan/Read – KurzweilKurzweil ▫ Assistive Technology Showcase Devices Assistive Technology Showcase Devices 6 Create Accessible PDF’s

7. Accessible Documents ▪Other factors to keep in mind are: ▫ Content Language ▫ Learning styles ▫ Access to technology (specific software) + Digital Divide + HTML most accessible format, ubiquitous + Cross platform Formats (compatibility):.rtf,.html 7 Create Accessible PDF’s

8. Accessible PDF Scenario ▪Open Accessible PDF Example ▪Ease in Navigating Content when content is accessible ▪What does a blind user hear? ▫ Use JAWS: Ctrl + Alt + J - “Jaws for Windows is Ready” ▫ Use JAWS keyboard commands 8 Create Accessible PDF’s

9. JAWS Basic Key Commands ▫ Insert + down arrow = Say All, ▫ CTRL = Interrupt Speech ▫ Insert + Up Arrow = Say Line, ▫ Insert + Left Arrow = Say prior word ▫ Insert + Right Arrow = Say next word ▫ Insert + F6 = List of Headings ▫ Insert + F7 = List of Links ▫ Insert + F9 = List of Frames ▫ Insert + F5 = List of Form fields Create Accessible PDF’s 9

10. ▪Provides access to all users including those who have a disability, ▪Benefits everyone: learning styles, assistive technology user needs ▪Facilitates process to convert into alternate formats ▪It’s the right thing to do! Why an Accessible PDF? 10

11. ▪Start with an accessible source document ▫ Styles and formatting ▫ Alternative Text Descriptions… ▪Convert to PDF using Create PDF option ▪Review tags and order panel information ▪Add document language ▪Run Quick and Full Accessibility Checks Accessibility Best Practices Create Accessible PDF’s 11

12. Accessibility Elements ▪PDF contains readable text ▪PDF contains tags ▪Logical Reading Order and Structure ▪Alternative Text for Images ▪Document language is defined Create Accessible PDF’s 12

13. Accessibility Elements ▪Descriptive Labels for Links ▪Table Headers are identified ▪Review with Assistive Technology ▪Electronic – Multiple Formats Create Accessible PDF’s 13

14. Source Document Structure ▪How is your document organized? ▫ Contains a title? ▫ Contains different sections? ▫ Lists? ▫ Layout? ▫ Combination of text and graphics? ▫ Use of links? ▫ How should my document be read so that it is coherent? Create Accessible PDF’s 14

15. Styles and Formatting ▪Use Styles and Formatting to Add Structure to document: Home Tab > Styles Group ▪A Style is predetermined formatting for text in terms of: ▫ Font type, ▫ Font size, ▫ Spacing, ▫ Indentation, ▫ Font color, ▫ Font purpose e.g. Heading, Paragraph, List Create Accessible PDF’s 15

16. Apply Styles and Formatting ▪Apply Heading Styles to: ▫ Section Titles ▫ Anything that would appear on a TOC ▪Use Styles Group to format Headings ▫ Paragraph Group adds the look but not the underlying structure! ▪Format lists via Paragraph or Styles group Create Accessible PDF’s 16

17. Exercises ▪Go to: http://www.csus.edu/accessibility/dev/pdfworkshop.html http://www.csus.edu/accessibility/dev/pdfworkshop.html ▪Download: “Syllabus Make Me Accessible” document and save to desktop. ▪Quickly edit to make accessible. You will convert this into a PDF format shortly. Create Accessible PDF’s 17

18. Make Available in Electronic Format ▪Word.doc, RTF, PDF, or HTML ▫ Word 97 – 2003 Document (Can be opened in version 2007) ▪First step in making document accessible ▪Facilitates process to convert into alternate formats ▫ Large print, Braille, mp3 audio etc. ▪Saves Time 18 Create Accessible PDF’s

19. Make available in Multiple Formats Portable Document Format “PDF” ▫ MS Office 2007: + Buy Adobe Acrobat Standard/Pro – Create PDF Button ‾ Acrobat Tab > Create PDF ‾ Office Button > Save As > “Adobe PDF” + Install MS Office Add-in to Save Files as PDF/XPSMS Office Add-in to Save Files as PDF/XPS ▫ MS Office 2003 + Buy full Adobe Acrobat Standard/Pro to have Adobe PDF Menu and “Convert to Adobe PDF” button option 19 Create Accessible PDF’s

20. Recommendation for Mac Users ▪Office for Mac ▫ Cannot create tagged PDF from Office on Mac + File > PDF + Add Tags in Adobe Acrobat: Review, Repair, Review process… ▫ Use OpenOffice for MacOpenOffice for Mac + File > Export as PDF > General Tab > select “tagged PDF” checkbox 20 Create Accessible PDF’s

21. Multiple Formats ▪Hyper Text Markup Language “HTML” ▫ File > Save As > Web Page “Filtered” ▫ Filtered option does not carry over unnecessary information ▫ Carries over Alt Text, Table Headers, links ▫ Edit in Dreamweaver or other web editor 21 Create Accessible PDF’s

22. Multiple Formats ▪Rich Text Format “RTF” ▫ File > Save As > RTF ▫ Read across different word processing applications Create Accessible PDF’s 22

23. Try it! ▪Convert “Syllabus Make me Accessible” into a PDF ▫ Use Acrobat Tab > Create PDF button or ▫ File Menu > Save As > “Adobe PDF” Create Accessible PDF’s 23

24. PDF Accessibility ▪Logical Reading Order ▪Underlying Tags for structural elements, images, tables, and other content ▪Alternative text for images ▪Table Headers defined for data tables ▪Document Language Defined ▪Field Descriptions for Form Fields Create Accessible PDF’s 24

25. Stages to an Accessible PDF ▪Prepare- Accessible source doc and correct conversion method ▪Stage 1 – Review: Check your PDF for Accessibility ▪Stage 2 – Correct: Repair accessibility problems ▪Stage 3 – Final Review: Re-run accessibility checks Create Accessible PDF’s 25

26. Create Accessible PDF’s 26 Accessible PDFs: The Process

27. Items to Remember ▪Use Adobe Acrobat v. 8 or higher to create PDF’s ▪Achieving PDF accessibility will vary between documents ▫ Depends on the complexity of document structure ▪Mac users will need to take extra steps to ensure PDF accessibility Create Accessible PDF’s 27

28. PREPARE DOCUMENT Create Accessible PDF’s 28

29. Prepare source document ▪Source document contains logical reading order and structure, styles and formatting elements ▪Source document is converted into PDF format correctly Sacramento State Create Accessible PDF’s 29

30. Sacramento State Create Accessible PDF’s 30 Exercise #1: Preparation Stage 1.Prepare the file in Word & convert to PDF. 2.Open File in Adobe Acrobat

31. STAGE 1: REVIEW Create Accessible PDF’s 31

32. Key Steps ▪Check for Tags ▫ File > Properties > Description tab > Tagged PDF ▫ Open Navigation Panel: View > Navigation Panels > Tags ▫ Add Tags: Advanced > Accessibility > Add tags to document ▪Perform a Quick Accessibility Check ▫ Advanced > Accessibility > Quick Check Sacramento State Create Accessible PDF’s 32

33. Key Steps ▪Check/Add Document Language ▫ File > Properties > Advanced Tab > Reading Options > Select “English” ▪Reading Order ▫ Tags Panel; Select “Highlight Content” option ▫ Order Panel – Numbered Areas Create Accessible PDF’s 33

34. Assess Reading Order ▪Order Panel – item blocks ▪Export/Save as “Text Accessible” ▪Use Assistive Technology (spot check) ▫ JAWS ▫ Read Out Loud Feature in Adobe Acrobat Sacramento State Create Accessible PDF’s 34

35. Assess Reading Order ▪Accessibility depends on proper tagging ▪Page Properties for Reading Order ▫ Page Panel > Page Prop. > Use Doc Structure Create Accessible PDF’s 35

36. Accessibility Reports ▪Full Check ▫ Advanced > Accessibility > Full Check ▫ Accessibility Full Check Window ▫ Report Results + Detailed Report: Structural Errors, Link to content + Summary of Errors + Hints for Repair ▫ Section 508 Standards ▫ Repair Sacramento State Create Accessible PDF’s 36

37. Sacramento State Create Accessible PDF’s 37 Exercise #2: Stage 1 Review 1.Run Through Stage 1 Review:  Tags,  Language,  Reading Order…

38. STAGE 2: CORRECT Create Accessible PDF’s 38

39. Key Steps ▪Correct problem areas identified in Full Check Accessibility report ▪Use Tags and Order Panels ▪Open TouchUp Reading Order Tool “TURO” ▫ Tools > Advanced Editing > TURO Tool Sacramento State Create Accessible PDF’s 39

40. Touch Up Reading Order Tool ▪TURO used along with Order Panel ▫ How to select item blocks ▫ How to select content that is not yet identified on order panel ▫ Designation Types (TURO and Context Menu (right click on content) ▫ Re-order items if needed – drag and drop Create Accessible PDF’s 40

41. Add Alternative Text ▪Adding Alt Text to an Image ▫ TURO > Select Image or Select Content > Designate as Figure > Right Click Edit Alt Text ▫ Alt text should tell purpose of image ▪Designating Items as Background ▫ Empty item blocks ▫ Decorative Images Sacramento State Create Accessible PDF’s 41

42. Identify Table Headers ▪Table Headers appear as TH on tags tree ▪Open TURO > Select Table > Table Editor ▫ Right Click Table> Table Editor Options > select “Show Cell Type” (Vers 9.0) ▪Assign Table Headers ▫ Table Cell Properties > Cell Type: Header/Data, Scope: Column, Row, None ▪Add Table Summary ▫ Select Table > context menu “Edit Table Summary” Create Accessible PDF’s 42

43. Create Links ▪Hyperlinks should carry over from source doc ▪Create Accessible Links ▫ Main Document Window > Select Tool (arrow and cursor icon)> Select Content > Create Link ▫ Verify that tag for link is created in tags tree “Link Objr” Sacramento State Create Accessible PDF’s 43

44. Security Settings ▪Ensure security settings allow for Assistive Technology Access ▫ File > Properties > Security Tab ▫ If restricting printing/editing: “Enable text access for screen reader devices for visually impaired” ▫ Changes Allowed Drop Down: “Allow Filling Form Fields, Signature Fields” Create Accessible PDF’s 44

45. Tags Panel ▪Ensure all corrections are reflected in Tags panel ▪Review Tags panel and Edit Tags if necessary Create Accessible PDF’s 45

46. Sacramento State Create Accessible PDF’s 46 Exercise #3: Stage 2 Correct 1.Review Report 2.Edit Alt text for image 3.Identify Table Headers 4.Change Designation of an Item 5.Create a Link

47. STAGE 3: FINAL REVIEW Create Accessible PDF’s 47

48. Key Steps ▪Run Accessibility Checks ▫ Tags ▫ Document Language ▫ Reading Order ▫ Full Check ▪Save your PDF Sacramento State Create Accessible PDF’s 48

49. ADVANCED TOPICS Create Accessible PDF’s 49

50. Scanning and Forms ▪See “Scanned Documents and Forms” section in Manual ▪Source documents that are mostly forms: convert so that resulting PDF is not Tagged (Print to PDF option) ▫ Add Form Controls in Adobe before adding Tags manually. ▫ Ensures tags are correctly created for form fields in PDF document. Sacramento State Create Accessible PDF’s 50

51. Add Form Controls ▪Have Adobe recognize form fields in doc ▫ Advanced > Accessibility > Run Form Field Recognition ▪Add and Edit Form Fields ▫ (Adobe Acrobat 8) Forms > Edit Forms in Acrobat ▫ (Adobe Acrobat 9) Forms Editing Mode Appears after running form field recognition or go to Forms menu > Start Form Wizard Sacramento State Create Accessible PDF’s 51

52. Edit Form Fields ▪In Forms Editor Mode: Select Tab Order > Show Tab Numbers ▪In Fields pane: Manually drag and drop form fields to correct location ▪Form fields missing? ▫ Use “Add New Form Field” toolbar options to select appropriate field type and apply to appropriate content on page Sacramento State Create Accessible PDF’s 52

53. Form Field Tooltips ▪Serve as instructions for users of assistive technology ▪Indicate actions to complete in form field ▪Screen reader announces tooltip to users when in forms view. Create Accessible PDF’s 53

54. Add Tooltip to Form Fields ▪Add Tooltip for each field ▪On page select field > right click > Properties > ToolTip field type instructions ▫ For a “Name” field you can use the tooltip “Enter your first and last name” ▫ Insert + F5 brings up Forms Fields with tool tip instructions for JAWS users ▪Verify that all form fields are in place Sacramento State Create Accessible PDF’s 54

55. Add Tags to Form ▪Close form editing mode ▪Add Tags: Advanced > Accessibility > Add Tags to Document ▪Open Tags and Order view ▫ Expand tags and verify that form fields are tagged correctly ▫ Notice the reading order should display form fields ▫ Edit as necessary ▪Save document when you are done editing Sacramento State Create Accessible PDF’s 55

56. Summary ▪Create an Accessible source document ▪Convert into PDF correctly ▪Review and Correct ▪Save changes ▪Make available once accessible Sacramento State Create Accessible PDF’s 56

57. Questions? ▪If you have questions about this workshop, please contact Cryssel Vera at: cvera@csus.edu Sacramento State Create Accessible PDF’s 57

58. Workshop Evaluation ▪Locate Workshop Evaluation Icon on Desktop ▪Find Workshop Name Link, complete evaluation Contact: Cryssel Vera Instructional Materials Specialist cvera@csus.educvera@csus.edu, 278-2847 Create Accessible PDF’s 58