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Achieving Accessibility with PDF

Achieving Accessibility with PDF. Using Acrobat 9 to Make Documents Accessible. Greg Pisocky Adobe Systems Thursday March 26, 2009. Agenda. PDF File Format Considerations Analyzing PDF Documents for Accessibility: The PDF Accessibility Repair Workflow

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Achieving Accessibility with PDF

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  1. Achieving Accessibility with PDF Using Acrobat 9 to Make Documents Accessible Greg Pisocky Adobe Systems Thursday March 26, 2009

  2. Agenda • PDF File Format Considerations • Analyzing PDF Documents for Accessibility: The PDF Accessibility Repair Workflow • Configuring Adobe Acrobat 9 / Adobe Reader 9 for Accessibility • Accessibility Preference Settings • Accessibility Setup Assistant • Demonstrating the Workflow • Scanned Content • Forms • Searchable Text • Finishing Touches • For More Information

  3. The File Format: Accessibility Requirements • Logical Reading Order –Does it make sense when you listen to it? • Alternate Text Descriptions for Non-Text Elements –Have alternate text descriptions been added to graphics for those with visual disabilities? • Logical Tab Order (Forms) – Can you navigate the form in a way that makes sense? • Short Descriptions (Forms) – Are audible short descriptions added to form fields for those with visual disabilities?

  4. Scenarios for Accessible PDF • You Intend to Create a PDF File • Applications that Create Tagged PDF • PDF Maker (for Microsoft Office) • Other Applications • PDF Form • LiveCycle Designer (Application Distributed with Acrobat 8 Professional) • You Have a PDF File • Scanned PDF • PDF Forms • Acrobat Forms (Forms Toolbar in Acrobat 8 Professional) • Searchable PDF

  5. The PDF Accessibility Workflow.... • Ask Yourself a Series of Questions in this Order • Is the PDF a Scanned Image? • Is the PDF Intended to be a Form? • Is the PDF Tagged? • Are the Items Properly Tagged? • Verifying read order • Verify proper tagging (i.e., figures, tables, etc.) • Add alternate text descriptions to graphics • Add short descriptions to form fields • Have I Missed Something? • Run the Accessibility Checker • Make recommended and appropriate repairs until no problems found

  6. 1. Open the PDF File • From Acrobat • From the Menu • File > Open • Keyboard Shortcut • Ctrl + O • Accelerator Keys • Alt + F + O • From Outside of Acrobat • Tab to file and select (begin typing file name) • Click on a PDF file • Right Mouse Click (“Open With...”)

  7. 2. Analyze the Content – Give Yourself an Idea of What Lies Ahead • Determine the Complexity of the Document / Page • Short document (a few pages) or a long document (many pages) • Single Column / Multi Column? • Are there graphics present? • Tables? • Does it appear to have multiple headings? • Does it appear to have form fields • Is the layout easy or difficult to follow (side headings for example)?

  8. 3. Determine if the PDF File is a Scanned Image • Verify the presence of searchable text • Zoom In, Look for “Jaggies” • Search for Text on the Page (Ctrl F) • Run “Read Out Loud” on the Page(First, Activate Read Out Loud: View > Read Out Loud, or Shift + Ctrl + Y, or Alt + V + A + A) • Menu: View > Read Out Loud > Read This Page Only • Keyboard: Shift+ Ctrl+V • Alt + V + A + P • If it is an image, Read Out Loud will prompt you to run the optical character recognition engine, “Recognize Text Using OCR” (see next slide) • Perform the Quick Check • Advanced > Accessibility > Quick Check • Shift + Ctrl + 6 • Alt + A + A + Q • Perform the Full Check • Advanced > Accessibility > Full Check • Alt + A + A + F

  9. If it is a Scanned Image... Perform OCR • Optical Character Recognition • Menu: Document > OCR Text Recognition >Recognize Text Using OCR • Formatted Text andGraphics (ClearScan for Acrobat 9) • Verify Language • Lowest Downsampling (600 dpi) • Alt + D + Z + S • Search for and Correct “Suspects” • Menu: Document > OCR Text Recognition > Find First OCR Suspect • Proofread (Touchup Text Tool) • Read Out Loud Can AlsoLaunch OCR

  10. 4. Locate URLs and Activate Links • Use Acrobat’s Create Links from URLs CommandThis has the effect of converting URLs in a PDF document to active hypertext links • Advanced > Document Processing > Create Links from URLs • ALT + A + D + C

  11. 5. Determine if the PDF File is Meant to be a Form • Visual Inspection • Does the Document Appear to be Soliciting Information – Name, Address, Social Security Number? • Read Out Loud / Screen Reader Also Offer Clues for the Visually Impaired

  12. If the PDF File is Intended to be an Interactive Form...Add Form Fields • Automatically detect Form Fields • Forms > Run Form Field Recognition • Alt + O + R or if you prefer • Advanced > Accessibility > Run Form Field Recognition • Alt + A + A + U • Add form fields using the Acrobat Forms Tools (Acroforms) • Menu: Tools > Forms> Show Forms Toolbar • Alt + T + R + B • Add Form Fields to the Tags • Add Tags after adding form fields: Advanced > Accessibiltiy > Add Tags to Document • Advanced > Accessibility > Add Form Fields to Tags • Alt + A + A + D • Or Manipulate in the Adobe Designer • Menu: Advanced > Forms > Make Form Fillable in Adobe Designer…(Alt + A + F + M) • Other LiveCycle Designer Options Available by Selecting from the Menu: Advanced > Forms from the Menu > Make Form Fillable in Adobe Designer (Alt + A + F + M)

  13. Or Manipulate the Form in the Adobe Designer (Not Covered) • Or Manipulate in the Adobe Designer • Menu: Advanced > Forms > Make Form Fillable in Adobe Designer…(Alt + A + F + M) • Other LiveCycle Designer Options Available by Selecting from the Menu: Advanced > Forms from the Menu > Make Form Fillable in Adobe Designer (Alt + A + F + M)

  14. 6. Determine if the PDF File is a “Searchable PDF” • If you have performed the previous steps on the other PDF file types, your PDF will be a “searchable” PDF at this point • You Have Ruled Out or Corrected for the Scanned Document • You Have Ruled Out or Corrected for the Form • Now It Behaves as if it Came from a Word Processing or Desktop Publishing Application (Print > Adobe PDF)

  15. 7. Determine if the PDF File is Tagged • Verify the presence of tags, - add tags if necessary • Verify Document Properties (Lower left corner of document properties dialog) • Menu: File > Document Properties • Keyboard: Ctrl + D • Display the Tags Panel and use the Options Menu to verify Document is Tagged PDF • Menu: View > Navigation Panels > Tags • Run a Quick Check • Menu: Advanced > Accessibility > Quick Check • Keyboard: Shift + Ctrl + 6 • ALT + A + Q • Run a Full Check • Menu: Advanced > Accessibility > Full Check • ALT + A + F

  16. If the PDF File is Not Tagged...then add Tags to the File • Add Tags to Document • Menu: Advanced > Accessibility > Add Tags to Document • ALT + A + A + A

  17. 8. Determine if the Items are Properly Tagged • Use theTouchup Reading Order Tool • Menu: Advanced > Accessibility > TouchUp Reading Order • ALT + A + A + T • Verifying read order (Follow the Numbers) • Show Order Panel Button onTouchUp Reading Order Tool • Menu: View > Navigation Panels >Order • ALT + V + N + O • Add alternate text descriptions to graphics • Add short descriptions to form fields • Verify proper tagging (i.e., figures, tables, etc.)

  18. 9. Make Sure You Have Not Missed Anything • 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”

  19. Product Feature: Acrobat TouchUp Read Order Tool • 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

  20. Configuring Acrobat / Reader: Accessibility Preferences • Auto Scroll – Moves the pages for you. • View > Automatically Scroll • Keyboard: Shift + Ctrl + H • High Contrast View – Alters Text and Background Colors • Edit > Preferences (Ctrl + K) select Accessibility and check “Replace Document Colors” • Reflow – Large Type Display • View > Zoom > Reflow • Ctrl + 4 • Adjust Bookmark Size • View > Navigation Panel s> Bookmarks (F4) • From the Options Button • Highlight the Current Bookmark • Adjust Text Size • Properties (adjust appearance)

  21. Configuring Acrobat / Reader: Accessibility Preferences (Cont.) • Read Out Loud – Reads to You • Text • View > Read Out Loud > Activate Read Out Loud • Shift + Ctrl + Y Activates Read Out Loud • View > Read Out Loud • Shift + Ctrl + V reads the current page • Shrift + Ctrl + B reads the entire document • Shift + Ctrl + C pauses reading • Shift + Ctrl + E stops reading • Form Fields • Edit > Preferences (Ctrl +K) select Reading and select “Read Form Fields”

  22. Export to Other Formats • Export to Other File Formats • Reader: Save as Accessible Text • Acrobat: Export to Word Document, Rich Text Format, HTML, XML, and Text

  23. Configuring Acrobat / Reader: The Accessibility Setup Assistant • Accessibility Setup Assistant Configures the User Agent for Optimal Performance with Assistive Technology • Adobe AcrobatAdvanced > Accessibility> Setup Assistant • Adobe Reader Help>Accessibility Setup Assistant

  24. Demonstrating the Workflow • Scanned Content • Fillable Form • Searchable Text (time permitting)

  25. 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 <TH> 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”

  26. 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

  27. For More Information • Adobe’s Accessibility Resource Center • www.adobe.com/accessibility • Adobe Acrobat 9 Accessibility Guide Series • http://www.adobe.com/enterprise/accessibility/training.html • PDF Accessibility Overview • Creating Accessible PDF from Microsoft Word • Acrobat 9 Pro Accessibility Repair Workflow • Using the Accessibility Checker in Acrobat 9 Pro • Creating Accessible PDF Forms with Acrobat 9 Pro • Acrobat 9 Pro Complete Best Practices for Accessibility

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