1. Create Accessible PDF’s Adobe Acrobat Professional 10 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 ▪Technology Learning CenterTechnology Learning 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 Create Accessible PDF’s 6

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 Crète Accessible Pds 7

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 Crète Accessible Pds 8

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 and 2010) ▪First step in making document accessible ▪Facilitates process to convert into alternate formats ▫ Large print, Braille, mp3 audio etc. ▪Saves Time 18 Crète Accessible Pds

19. Converting Into PDF Portable Document Format “PDF” ▫ MS Office 2010 has Save As PDF option available, no need to install add-ins or have acrobat installed. ▫ Save As PDF Save As PDF 19 Crète Accessible Pds

20. Converting into PDF 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 Create Accessible PDF’s 20

21. 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 21 Create Accessible PDF’s

22. Save as HTML ▪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 22 Crète Accessible Pds

23. Save as RTF ▪Rich Text Format “RTF” ▫ File > Save As > RTF ▫ Read across different word processing applications Create Accessible PDF’s 23

24. 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 24

25. 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 25

26. 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 26

27. Create Accessible PDF’s 27 Accessible PDFs: The Process

28. 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 28

29. PREPARE DOCUMENT Create Accessible PDF’s 29

30. 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 30

31. Sacramento State Create Accessible PDF’s 31 Exercise #1: Preparation Stage 1.Prepare the file in Word & convert to PDF. 2.Open File in Adobe Acrobat

32. STAGE 1: REVIEW Create Accessible PDF’s 32

33. Check for Tags ▪File > Properties > Description tab > Advanced Area> Tagged PDF? Yes/No ▪View > Show/Hide > Navigation Panes > Tags ▫ Expand Tags Tree ▫ Click “Highlight Content” under Options Sacramento State Create Accessible PDF’s 33

34. Open Accessibility Tools ▪Display Accessibility Tools ▫ View > Tools > Accessibility ▫ Tools will expand on right side of screen ▪Tools Include: ▫ Reading Order Options, Quick Check, Full Check, Accessibility Report, Add Tags,Touch Up Reading Order Create Accessible PDF’s 34

35. Adding Tags to PDF’s ▪Add Tags to PDF ▫ View > Tools > Accessibility > Add Tags to Doc. ▫ Adobe adds tags to PDF and generates a Confidence Report. + Indicates areas that may not be tagged as desired and items on pages that you need to review + Provides hints for repair Create Accessible PDF’s 35

36. Quick Accessibility Check ▪Under Accessibility tools click the Quick Check button ▪Results window will indicate if Accessibility issues were found ▪Detects if tags are missing (structure) ▪Use full check for thorough check Create Accessible PDF’s 36

37. Action Wizard – Create Accessible PDF’s ▪File > Action Wizard > Create Accessible PDF’s ▫ Add document properties, accessibility options, and run accessibility test. + Add document Description + Instructions + Remove Hidden Information + Add Tags to Document + Accessibility Full Check 37

38. Add Document Language ▪Tells screen reader language content should be read back ▪File > Properties > Advanced Tab > Reading Options > Select “English” Create Accessible PDF’s 38

39. Reading Order ▪Structured and coherent for assistive technology ▪Open Order Panel: ▫ View > Show/Hide > Navigation Panes > Order ▪You can view, re-order and re-tag content ▪Page Properties for Reading Order ▫ Page Thumbnails Panel > Select a Page > Page Prop. > Use Doc Structure Create Accessible PDF’s 39

40. Re-Order Content ▪Content (item blocks) is assigned a number & read back in that order ▫ Item blocks begin with #1 on each page ▪Drag and drop items in order panel to re- order Create Accessible PDF’s 40

41. Assess Reading Order ▪Order Panel – Look at Items blocks ▪Save as “Text Accessible” ▫ File > Save As > More Options > Text (Accessible) ▪Use Assistive Technology (spot check) ▫ JAWS ▪Adobe Read Out Loud Feature ▫ View > Read Out Loud > Activate ROL Sacramento State Create Accessible PDF’s 41

42. Reading Order Tips ▪Reading Order is best when source document is accessible and converted correctly ▪Accessibility depends on proper tagging Create Accessible PDF’s 42

43. Accessibility Reports ▪Full Check ▫ Accessibility Tools > Full Check ▪Accessibility Full Check Window (Settings): ▫ Check by Section 508 Standard ▪Report Results ▫ Detailed Report –structure errors, Summary of Errors, Hints for Repair ▪Repair Sacramento State Create Accessible PDF’s 43

44. Sacramento State Create Accessible PDF’s 44 Exercise #2: Stage 1 Review 1.Run Through Stage 1 Review:  Tags,  Language,  Reading Order…

45. STAGE 2: CORRECT Create Accessible PDF’s 45

46. Key Steps ▪Correct problem areas identified in Full Check ▪Use Tags and Order Panels ▪Open TouchUp Reading Order Tool “TURO” ▫ Accessibility Tools > TouchUp Reading Order Create Accessible PDF’s 46

47. Touch Up Reading Order Tool ▪TURO used along with Order Panel ▫ How to select item blocks on document panel and in order panel ▫ 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 47

48. Tag Images and Add Alt Text ▪For untagged images: ▫ Select Item Block > Right Click > Tag as Figure ▫ Select Item Block > TURO > Click Figure button ▪Add Alternative Text ▫ Right Click > Edit Alternate Text ▫ Alt text provides function and context information 48 Create Accessible PDF’s

49. Background Content ▪Background Content Includes: ▫ Empty item blocks ▫ Decorative Images ▪Designate as Background: ▫ Select Item > Right Click > Tag as Background ▫ Select Item > TURO > click Background button Create Accessible PDF’s 49

50. Tables ▪Are Table Headers missing for Tagged Tables? ▪Table Headers appear as TH on tags tree ▪TH help screen reader users navigate table content. Create Accessible PDF’s 50

51. Add Table Headers ▪Select Table > Right Click/TURO > Table Editor ▪Assign Table Headers ▫ Right Click Header Cell > Table Cell Properties + Cell Type: Header, + Scope: Column ‾ Data Cell? Select Cell type of “Data” and scope “none” Create Accessible PDF’s 51

52. Tables – Add Table Summary ▪Table Summary provides function and context of table information ▪Select Table > Right Click > Context menu “Edit Table Summary” ▫ Type information in Table Summary area Create Accessible PDF’s 52

53. Create Links ▪Links should carry over from source document ▪Create Accessible Links ▫ Page View > Select Tool (arrow and cursor icon)> Select Content > Right Click> Create Link ▫ Select appropriate link action and click next ▪Test Link and verify that tag for link is created in tags tree “Link Objr” Sacramento State Create Accessible PDF’s 53

54. Security Settings ▪Ensure security settings allow for Assistive Technology Access ▫ File > Properties > Security Tab or ▫ Tools > Protection ▫ If restricting printing/editing: + “Enable text access for screen reader devices for visually impaired” (see permissions) + Changes Allowed Drop Down >“Allow Filling Form Fields, Signature Fields” Create Accessible PDF’s 54

55. Tags Panel ▪Ensure all corrections are reflected in Tags panel ▪Review Tags panel and Edit Tags if necessary Create Accessible PDF’s 55

56. Sacramento State Create Accessible PDF’s 56 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

57. STAGE 3: FINAL REVIEW Create Accessible PDF’s 57

58. Key Steps ▪Run Accessibility Checks ▫ Tags ▫ Document Language ▫ Reading Order ▫ Full Check ▪Save your PDF 58 Create Accessible PDF’s

59. ADVANCED TOPICS Create Accessible PDF’s 59

60. Scanning to Adobe Acrobat ▪Create from Scanner ▪Document Settings: ▫ Make Searchable (Run OCR) is checked ▪See “Scanned Documents and Forms” section in Accessible PDF Manual http://www.csus.edu/accessibilty/guides.html Create Accessible PDF’s 60

61. Forms ▪Convert to PDF so 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 61

62. Add Form Controls ▪Have Adobe recognize form fields in doc ▫ Tools > Accessibility > Run Form Field Recognition ▫ Adobe automatically detects form fields ▪Form Editing Mode ▫ Use form tools to edit content e.g. Add new field Sacramento State Create Accessible PDF’s 62

63. 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 Field” option, select appropriate field type and apply to appropriate content on page Create Accessible PDF’s 63

64. 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 64

65. Add Tooltip to Form Fields ▪Add Tooltip for each field ▪Double click a Field > Type Tooltip ▫ For a “Name” field you can use the tooltip “First Name” ▫ Insert + F5 brings up Forms Fields with tool tip instructions for JAWS users ▫ “Name Edit” ▪Verify that all form fields are in place 65 Create Accessible PDF’s

66. Add Tags to Form ▪Close form editing mode: ▫ Tasks Pane > Close Form Editing ▪Add Tags: Advanced > Accessibility > Add Tags to Document ▪Tags Panel displays on screen Create Accessible PDF’s 66

67. Reviewing Tags and Order ▪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 Create Accessible PDF’s 67

68. 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 68

69. Need More Help? Contact: Cryssel Vera Instructional Materials Specialist cvera@csus.educvera@csus.edu, 278-2847 Create Accessible PDF’s 69