How to Make Accessible PDF s Illinois Assistive Technology Program

Transcription

1 How to Make Accessible PDF s Illinois Assistive Technology Program TJ Schlouski, ATP Krystal Connolly, ATP

2 Questions? This is meant to be an interactive experience, if you have questions please ask.

3 Symbols we use on a daily basis

4 Why are we talking about Word? 1. Most PDF s start out as Word documents. 2. Creating accessible source documents help us to have accessible PDF documents. 3. Remediating/Working in the source document to make the PDF accessible is a lot easier than working in Adobe Acrobat to make the PDF accessible.

5 Why are we talking about Google Docs? Like Word, Google Docs is a new way to create source documents. Since most schools use Google Docs as free alternative to Microsoft Word it is important to know how to use Google Docs to create accessible source documents.

6 How do we make accessible SOURCE Documents? Use styles / headings Use columns and lists Use alternative text Use basic data tables Provide appropriate color contrast

7 What are styles? Styles create document structure in your document Styles include document elements for example Headings (H1, H2, H3) Styles or document structure allow for the document to be navigable by assistive technology In Word you access styles through the Home Tab > Styles Menu In Google Docs you access styles through the Format Tab > Paragraph Styles

8 Word styles

9 Google Docs styles

10 What are lists and columns? Lists and columns are used to break up and simplify content When creating lists and columns you need to use the built in tools to create them Using the tool provides proper mark up in the back end for assistive technology In Word 2016 you can access lists through the Home tab > Paragraph Menu > Bullets or Numbering In Word 2016 you can access columns through the Page Layout Tab > Page Setup Menu > Columns In Google Docs you can access lists through Format > List > Numbered or Bulleted In Google Docs you can columns through Format > Columns

11 Word lists and columns

12 Google Docs lists

13 Google Docs columns

14 What is alt text? Alternative text is a descriptive representation of what is in an image, chart, or table Alternative text needs to be added to any image or chart that displays important information To set the Alternative Text of an image in Word right click on the image > click format image > click layout and properties > enter the alternative text under description To set the Alternative Text of any image in Google Docs > click on the image > click on Format > click on Alt text > then enter alt text under description

15 Word alt text

16 Google Docs alt text

17 What are basic data tables? Tables are used to display data in an organized way they should not be used for layout for example Word forms When using tables in accessible source documents best practice is to make it a simple data table No split cells or merged cells if it is possible to avoid

18 Word basic tables best practices Never draw a table using the draw table option Always use insert table option or the graph paper to make your table Select your column headers Right click and go to table properties Under the row tab Uncheck allow row to break across pages Check repeat as header on the top of each page

19 Google Docs basic tables best practices Tables must be drawn using the graph paper Google Docs doesn't allow you to designate column or row headers, so keep your tables small so they are understandable without headers. To test the reading order of your table, place your cursor in the first cell of the table. Now press the Tab key repeatedly to navigate through the table. This will be the reading order that assistive technologies will use.

20 Word basic tables

21 Word basic tables

22 Google Docs basic tables

23 What is color contrast? Documents need to meet the basic requirement of foreground and background color contrast ratio of 4.5:1 per WCAG 2.0 AA compliance guidelines

24 Color contrast - bad

25 Color contrast - good

26 Useful tools and Add-Ons Microsoft Word Vision Australia Document Accessibility Toolbar (DAT) Microsoft Office built in accessibility checker Google Docs Grackle Docs Color Contrast Tool The Paciello Group - Colour Contrast Analyser

27 DAT

28 Grackle Docs

29 Colour Contrast Analyser

30 Can I make accessible PDF from Google Docs? Short answer, NO. You can make a structured document in Google Docs but you can s save an accessible PDF. You would need to save your structured Google Doc save it as a.docx, open it in Word and then save it as a PDF. Or you could use Grackle Docs to export an accessible PDF but this is the pay part of Grackle. 1 document is $10, 10 documents is $49, 25 documents is $98, 100 documents is $290

31 PDF s

32 What makes a PDF accessible? TAGS

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34 What makes a PDF accessible? Content structure in those tags

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36 How do you get tagged PDF s with structured content? By making accessible source documents, and using the resources that you have been provided in those tools.

37 Making PDF best practices Word Use styles Use lists Add alt text to images Add basic data tables If you make complex data tables in your source document and you convert it to PDF you will have to mark your table up correctly using ID s, just like in HTML.

38 How to test if your PDF is accessible-ish This test will work in Adobe Acrobat and Adobe Acrobat Reader: 1. In Adobe Acrobat Reader, Go to file 2. Go to Save as Other 3. Select Text 4. If you notice your Save as type is Text (Accessible)(*.txt) 5. Select save 6. Go open the txt file you just saved If your PDF at least has tags and the reader order is correct you should have a text document that has 1 for 1 text like your pdf.

39 Other useful tools to check PDF accessibility Access for All, PDF Accessibility Check (PAC) Adobe Acrobat Accessibility Checker

40 Contact Information TJ Schlouski Krystal Connolly IATP ICT Accessibility