1. 1.Obtaining software 2.Sample pdf for this presentation 3.Checking accessibility of the pdf 4.Tackling inaccessibility 5.Tips and helpful links How to make a pdf accessible?

2. The software used for this exercise is Adobe Acrobat X Pro – not Adobe Reader – available as below Obtaining software

3. Sample pdf for this presentation

4. Checking if the PDF is Accessible 1. Open pdf using Acrobat X (right click on file) The program is part of Adobe Web Premium (available from Run Advertised Programs under Control Panel) 2. Open Accessibility option from Tools

5. The result: pdf is not accessible

6. What accessibility-related problems were found?.. images found with no alternate text.. text blocks found with no language specified.. elements not contained within the structure tags.. number of words found that contain characters with no reliable mapping to Unicode

7. Accessibility Problem:.. text blocks found with no language specified

8. Accessibility Problem:.. elements not contained within the structure tags According to the report, pages 2, 4 and 9 have document order problem.

9. Accessibility Problem:.. number of words found that contain characters with no reliable mapping to Unicode In this document there are 46 such occurrences and the problem in each case is In a jam here because the help message says – missing character encodings cannot be repaired in Acrobat and that one has to recreate the pdf file.

10. Accessibility Problem:.. images found with no alternate text In this document there just one image and that is without alternate text.

11. Accessibility Problem:..images found with no alternate text.. continued

12. Accessibility problems where Acrobat failed.. images found with no alternate text.. text blocks found with no language specified.. elements not contained within the structure tags.. number of words found that contain characters with no reliable mapping to Unicode

13. Plan B – Export the file to MS Word

14. Inside word – providing alternate text

15. Inside word – choose an encoding standard Word takes care of encoding by default but if you are working with text files in format other than.doc,.docx etc, then you can follow the instructions here: http://office.microsoft.com/en-us/help/choose-text- encoding-when-you-open-and-save-files- HA010121249.aspx

16. Back to Acrobat

17. You have an accessible file

18. Tip 1: Of the four types of problems discussed above, which ones should be tackled first? Purely from personal experience, handle the issues at Word level first.

19. Tip 2: Much better to create an accessible file at source before converting it into pdf Word http://office.microsoft.com/en-us/word-help/creating-accessible-word- documents-HA101999993.aspx http://office.microsoft.com/en-us/word-help/creating-accessible-word- documents-HA101999993.aspx PowerPoint http://office.microsoft.com/en-au/powerpoint-help/ten-tips-for-accessible- documents-HA010337552.aspx http://office.microsoft.com/en-au/powerpoint-help/ten-tips-for-accessible- documents-HA010337552.aspx InDesign – http://help.adobe.com/en_US/indesign/cs/using/WSa285fff53dea4f8617383751001ea 8cb3f-70aba.html http://help.adobe.com/en_US/indesign/cs/using/WSa285fff53dea4f8617383751001ea 8cb3f-70aba.html Microsoft accessibility training sessions http://agimo.govspace.gov.au/2012/09/06/video-and-transcripts-of-microsoft- accessibility-training-sessions/ http://agimo.govspace.gov.au/2012/09/06/video-and-transcripts-of-microsoft- accessibility-training-sessions/

20. How to make a pdf accessible? Thank you