PDF Accessibility Best Practices for Authoring
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1 PDF Accessibility Best Practices for Authoring Pete DeVasto Greg Pisocky Adobe Systems CSUN 2010 WEB-1063 Friday, March 26, 2010
2 Agenda Accessible Features of the File Format Accessible Features of the File Format Viewer Acrobat / Reader Accessible Authoring Workflow Microsoft Word / OpenOffice Writer Adobe InDesign Adobe LiveCycle Designer Finishing Touches Using Acrobat Professional Checking the Results
3 The File Format: Accessibility Requirements Reading Order Logical Reading Order and Tab Order Does it make sense when you listen to it? Elements Expressed as Tags - <H1>, <H2>, <p>, etc. Attributes Alternate Text Descriptions for Non-Text Elements Descriptions for tags and form fields Language IDs Specify the Document s primary language. Specify alternate languages used in the docuement
4 Viewer Features: Lowering Barriers to Accessibility Works in Conjunction with Conventional Assistive Technology Screen Readers: Windows: IBM Home Page Reader, JAWS, SuperNova (Reader / Magnifier), Window-Eyes Linux: Orca Mac OS: VoiceOver Voice Recognition: Dragon NaturallySpeaking (Windows) Screen Magnifiers: Lunar, ZoomText (Windows) Built-in Features in Adobe Reader 9 and all versions of Adobe Acrobat 9 Mean There is Accessibility without Additional Software Incorporates Operating System Accessibility Features Read Out Loud, Reflow, High Contrast View, Autoscroll, Accessibility Setup Assistant
5 Viewer Feature: Optimize Adobe Acrobat / Adobe Reader for Best Results Accessibility Setup Assistant Configures the User Agent for Optimal Performance with Assistive Technology Adobe Acrobat Advanced > Accessibility> Setup Assistant Adobe Reader Help>Accessibility Setup Assistant
6 Adobe Acrobat Pro Versions Additional Accessibility Support Compatible with Conventional Assistive Technology Has Built in Accessibility Accommodations Read Out Loud High Contrast Reflow Autoscroll Accessibililty Setup Assistant
7 Adobe Acrobat Pro Versions Additional Accessibility Support Compatible with Conventional Assistive Technology Has Built in Accessibility Accommodations Read Out Loud High Contrast Reflow Autoscroll Accessibililty Setup Assistant Facilitates Accessible Authoring OCR Add Tags Touch Up Read Order Tool Accessibility Checker
8 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
9 Accessible Authoring Workflow for PDF You are now ready to Create an ACCESSIBLE PDF File Applications that Create Tagged PDF PDF Maker (for Microsoft Office) Windows Only) PDF Maker Plug-In for Internet Explorer OpenOffice Writer Adobe InDesign Adobe FrameMaker PDF Forms LiveCycle Designer (Application Distributed with Acrobat 9 Pro) Finishing Touches Adobe Acrobat 9 Pro to Validate and Fix Problems
10 The PDF Accessible Authoring Workflow: Common Themes Use Styles Not Character Formats Establish the Read Order Way the Application Asks You To Use Table Editing Tools Not Spacing Add Alternative Descriptions Using the Tool if You Can Do it whenever you add a figure Configure the Application Check the right options Now that it s a PDF Check the Results Adobe Acrobat Pro / Netcentric Commonlook
11 Use Styles Do Not Use Character Formats 11
12 Establish the Read Order Columns NOT Tables 12
13 Use Table Editing Tools Create a Table don t Use Tabs 13
14 Add Alternative Text Descriptions People Often Forget this Step 14
15 Configure the Application Add Alternative Text to Graphics in the Word File Select an image, use Format Picture dialog, add ALT text using the Web tab Do NOT Use Spaces, Tabs to create tables, use the Table Editor Do NOT Use Character formatting for Headings, Use Styles Set Your Preferences From the Microsoft Word Menu: Adobe PDF > Change Conversion Settings ALT + B + S Make sure Enable Accessibility and Reflow with Tagged PDF option is selected Convert with Adobe PDFMaker From the Microsoft Word Menu: Adobe PDF > Convert to Adobe PDF ALT + B + C Select the icon Check the Results in Adobe Acrobat 8 Advanced > Accessibility > Full Check Alt + A + A + F Follow the Suggestions for Repair, Repeat Until No Errors Detected 15
16 Check the Newborn PDF - 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
17 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
18 A Caution Regarding Automated Checking There is NO Accessibility Button Tell Your Customers 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
19 For More Information Adobe s Accessibility Website: Your Resource for Accessibility Information for Adobe Products Adobe s Acrobat Accessibility Guides Adobe s Voluntary Product Accessibility Templates (VPATs) 19
20 20
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