Accessible and Usable PDF Documents: Techniques for Document Authors Fourth Edition

Transcription

1 Accessible and Usable PDF Documents: Techniques for Document Authors Fourth Edition Karen McCall, M.Ed.

2 Contents From the Author... 4 Dedication... 4 Introduction What is PDF? History of PDF Accessibility Keep Current! Terminology AppKey Activate Focus PDF/UA Legacy PDF DAISY Books Repurpose Content or Documents Where to Start Accessibility and Usability Settings Updates to this Book Who are those of us with Disabilities? Blindness, Deaf/Blindness and Visual Disability Visual Disabilities well, Visualized! Colour Contrast and those of us with Disabilities Refreshable Braille Displays

3 Episodic Disabilities Learning and Cognitive Disabilities Reading Strategies and People with Learning Disabilities Communication Disabilities Physical Disabilities Overview of Adaptive Technology Summary Accessible Document Design Basics Fonts and Font Sizes Font Alignment Text Effects Styles Colour Contrast Plain Language and Grammar Punctuation Headings Navigational Structures Modifying a Heading Style Create a New Heading Style Paragraph Styles Tables of Content, Figures and Tables Tables of Content Options Updating a Table of Contents Contextual Links Page Numbers and Readability Columns Bulleted and Numbered Lists in Word Tables Inserting a Table Identify the Table Header Row

4 Do Not Let Rows Break Across Pages Adding Cell Padding to a Table Add a Caption to a Table Add Alt Text to a Table Summary Overview of Adobe Acrobat Pro DC Document View Home View Tools Centre/Manage Tools Adding Accessibility Tools to the Navigation Pane Adding Tools to the Toolbar Overview of PDF/UA Logical Document Structure Hierarchy of Tasks The Tags Tree The Tags Root and the Tags Tree Viewing the Tags Tree Family Matters! Elements and Artifacts Deleting a Tags Tree Logical Document Structure Templates Styles Lists Tables Text Boxes Table of Contents and Bookmarks Alt Text Page Numbers

5 Navigational Structures Reading Preferences Infer Reading Order Reading Preferences Screen Reader Options Read Out Loud Tagging Documents from Microsoft Office Acrobat Distiller Adobe Acrobat Add-in for Microsoft Office Acrobat Ribbon in Microsoft Office Advanced PDF Settings (General Category) Finally...Converting Word Documents! Save as PDF in Microsoft Office Print to Adobe PDF Acrobat Pro Tagging Tools Add Tags to a PDF Document Add Tags Report Highlight Content Select Text Tool Select Objects Modifying Tags with F Create New Tag Create Tag from Selection Find Tag from Selection Reflow Edit Text in Edit PDF Tools Read Out Loud Text-to-Speech Order Panel and TouchUp Reading Order Tool Making Repairs using the TouchUp Reading Order Tool Table Editor In TouchUp Reading Order Tool

6 Add Form Controls using TouchUp Reading Order tool Content Panel Action Wizard Language and the <Span> Tag Core Language in a PDF Document Change the Language for a Tag Acronyms Pronunciation Dictionaries and Acronyms Expansion Text for Acronyms Acronyms in Form Controls Using Acronyms in a Descriptive Document Acronyms in a Tagged PDF Document Columns Creating Columns in Microsoft Word Tri-Fold Brochures Desktop Published Documents and Columns Tables and Columns Tutorial Alt Text and Graphics Adding Alt Text in Word Null Alt Text in Word, PowerPoint and Excel Figure Tags and Reading Order Adding a Caption to an Image Bullets and Numbering Basics Bulleted and Numbered Lists in Word List Paragraph Style Format Spacing for a Single List in a Word Document Format Spacing for all Lists in a Word Document Creating a Well Structured List Images as Bullets

7 Tables and PDF Documents Tables in a Tagged PDF Document Table Structure in Word Tables for Design or Presentation Creating Tables in Word Inserting a Table Header Rows Repeat Rows Braking Across Pages Empty Table Cells Adding Space in a Table/Cell Margins Nested Tables Captions for Tables Alt Text for Tables I Office Table Summary Attribute Table Frames or Drawn Tables Links Create Links from URL s Creating Links with the Link Tool Create Links with the Select Text Tool Repairing Broken Links Text Boxes and Accessibility Improved Access to Inline Text Boxes Paragraph Styles to Replace Text Boxes Indenting a Paragraph from the Left and Right Margins Headings, Headers, Headaches Document Title Headings Add a Heading in Microsoft Word Page Headers

8 Table Headers Table Headers in Tagged PDF Multimedia in PDF Documents Adding Multimedia in Acrobat Inserting Multimedia in Office 2013/ Document Security Trusted Assistive Technology Acrobat and Reader Compatibility Settings Applying Security Setting Security in Microsoft Office Setting Security in Adobe Acrobat Repair Techniques in Adobe Acrobat Repairing Document Structure Remove Structure with the TouchUp Reading Order Tool Language Language for a Tag Language for a Word or Phrase Language Attribute in Word Tab Order for the Document Headings Custom Styles and the Role Map Bookmarks Paragraphs Drop Caps Non-Unicode Characters Columns Lists Repairing Non-Unicode Bullets Tables

9 Table Editor Disappearing Layers in Documents Reducing the Size of PDF Documents Alt Text, Actual Text and Graphics Alt Text for Images, Equations and Objects Actual Text versus Alternate Text Mathematical Equations and Scientific Notation Complex Diagrams and Equation Solution Accessible Fillable Forms in Acrobat Pro DC Screen Readers and Forms Form Design Best Practices What Can Go Wrong? Fillable Forms from a Scanned Document Form Tools in Adobe Acrobat Unwanted Metadata Can Create Problems The Importance of ToolTips Required Field Notification Text Form Controls Previewing a Form Clearing a Form after Preview Limiting the Number of Characters in a Text Form Control Form Control Appearance Auto Font Size (Appearance) Multi-line Text Form Controls Formatting a Form Control Calculations in Form Controls Calculated Form without JavaScript Repeating Information in a Form Check Boxes in a PDF Form

10 Duplicating Check Boxes in a PDF form Pinning Form Control Tools Distributing Form Controls Evenly Radio Buttons in a PDF Form Aligning Form Controls Horizontally and Vertically Resize Radio Buttons and Check Boxes Dropdown Lists List versus Dropdown Lists Combo List Form Controls Digital Signature Form Control (Digital ID) An Alternative to a Digital Signature Adding the Tags to a Form Accessibility Full Check for Forms Remediating the Tagged Form Extend Features in Adobe Reader Oops, I Forgot a Form Control! Missing Form Elements in Accessibility Full Check Add Form Controls using TouchUp Reading Order tool Accessible Forms using Adobe AEM Form Designer The Form Designer User Interface Getting Help/ How To Palette Standard Form Controls Palette Form Control Properties Custom Form Control Palette Hierarchy and PDF Structure Palettes Renaming Elements in the Hierarchy Palette Tab Order Palette Layout Palette Font and Paragraph Palettes

11 Style Catalog Palette Form Designer Options Why use Form Designer? Form Designer Accessibility Checker Adding ToolTips for Form Controls Resizing Form Elements Required Fields in Form Designer Form Templates Spell Check in Form Designer Adding Elements to the Library Creating a Form Designer Form Basic Parts of a Form Designer Form Saving the Form Instructional Text Block in Form Designer Text Fields Form Controls in Form Designer Check Box Form Controls in Form Designer Dropdown List Form Controls in Form Designer List Form Controls in Form Designer Combo List Form Controls in Form Designer Radio Button Form Controls in Form Designer Switching Radio Button Positions Digital Signatures in Form Designer Date Form Controls in Form Designer Summary Scanned Documents to Tagged PDF OCR in Adobe acrobat Pro DC Step 1: The TIF Files Step 2: Inserting Pages into a PDF Document Step 2: Recognizing Text (OCR)

12 Step 3: Creating the Links in the Document Step 4: Tagging the Document Step 5: Examining the Order Panel Step 6: Examining the Tags Tree Additional Techniques for Scanned Documents Edit PDF Tools Adding and Editing Content Replacing Images Add a Header and Footer in Adobe Acrobat Adding a Watermark using Edit PDF Add Bates Numbering Organize Pages Tools Deleting and Inserting Pages Watermarks and Confidential Documents Combining Tagged PDF Documents Combining Secure Documents Bookmarks Legal Documents: Redaction Manual Solutions Redaction Tools Overview Redaction Tool for Microsoft Word JAWS and Redacted Content in Word Converting the Redacted Word Document to Tagged PDF Redacting Content in a Word Form Redaction Tools in Adobe Acrobat PDF from Web Pages Adobe Portfolio Adobe InDesign Desktop Publishing Adobe Acrobat Pro Preflight

13 Refreshable Braille Display Six Pack Text-to-Speech or TTS The JAWS Screen Reader JAWS Startup Wizard Changing How Fast JAWS Speaks JAWS Settings and User Testing JAWS Basics Adjusting the JAWS Rate of Speech Text/Navigation/Reading (JAWS) JAWS Quick Keys Tables (JAWS) Forms (JAWS) The NVDA Screen Reader NVDA Basics Text/Navigation Keyboard Commands (NVDA) Adjusting the NVDA Rate of Speech NVDA Quick Keys Tables (NVDA) Forms (NVDA) Strategy for testing PDF document accessibility Opening the PDF document Headings Graphics (Alt Text) Lists Links Tables Forms Appendix A: Braille Alphabet

14 Appendix B: JAWS PDF Keyboard Commands Text Navigation and Reading Commands Link Commands Heading Commands Form Commands Tables Commands Appendix C: NVDA Keyboard Commands NVDA Basics Tables Single Letter Navigation Form Controls Appendix D: PDF/UA Checkpoints Checkpoint 01: Real content tagged Checkpoint 02: Role mapping Checkpoint 03: Flickering Checkpoint 04: Color and Contrast Checkpoint 05: Sound Checkpoint 06: Role mapping Checkpoint 07: Dictionary Checkpoint 08: OCR Validation Checkpoint 09: Appropriate Tags Checkpoint 10: Character Mappings Checkpoint 11: Declared Natural Language Checkpoint 12: Stretchable Characters Checkpoint 13: Graphics Checkpoint 14: Headings Appendix E: Finding Highlighted Content Finding Formatting in a Word Document Create a Custom Highlight Text Style

15 Finding the Style in a Word Document Using Highlighting in Word Return Find to Default Getting Formatting Information with JAWS Find Formatted Text in tagged PDF Documents Repairing PDF to Find Formatting Index