Accessible and Usable PDF Documents: Techniques for Document Authors Fourth Edition Karen McCall, M.Ed.
Contents From the Author... 4 Dedication... 4 Introduction... 20 What is PDF?... 21 History of PDF Accessibility... 22 Keep Current!... 24 Terminology... 26 AppKey... 26 Activate... 27 Focus... 27 PDF/UA... 29 Legacy PDF... 30 DAISY Books... 30 Repurpose Content or Documents... 30 Where to Start... 31 Accessibility and Usability Settings... 33 Updates to this Book... 34 Who are those of us with Disabilities?... 35 Blindness, Deaf/Blindness and Visual Disability... 35 Visual Disabilities well, Visualized!... 38 Colour Contrast and those of us with Disabilities... 41 Refreshable Braille Displays... 43 5
Episodic Disabilities... 45 Learning and Cognitive Disabilities... 47 Reading Strategies and People with Learning Disabilities... 52 Communication Disabilities... 53 Physical Disabilities... 58 Overview of Adaptive Technology... 58 Summary... 60 Accessible Document Design Basics... 62 Fonts and Font Sizes... 65 Font Alignment... 68 Text Effects... 69 Styles... 71 Colour Contrast... 73 Plain Language and Grammar... 77 Punctuation... 79 Headings Navigational Structures... 80 Modifying a Heading Style... 82 Create a New Heading Style... 83 Paragraph Styles... 85 Tables of Content, Figures and Tables... 91 Tables of Content Options... 93 Updating a Table of Contents... 95 Contextual Links... 95 Page Numbers and Readability... 97 Columns... 98 Bulleted and Numbered Lists in Word... 99 Tables... 102 Inserting a Table... 103 Identify the Table Header Row... 105 6
Do Not Let Rows Break Across Pages.... 107 Adding Cell Padding to a Table... 109 Add a Caption to a Table... 111 Add Alt Text to a Table... 113 Summary... 114 Overview of Adobe Acrobat Pro DC... 115 Document View... 116 Home View... 119 Tools Centre/Manage Tools... 120 Adding Accessibility Tools to the Navigation Pane... 127 Adding Tools to the Toolbar... 129 Overview of PDF/UA... 131 Logical Document Structure... 134 Hierarchy of Tasks... 137 The Tags Tree... 138 The Tags Root and the Tags Tree... 143 Viewing the Tags Tree... 147 Family Matters!... 148 Elements and Artifacts... 148 Deleting a Tags Tree... 150 Logical Document Structure... 153 Templates... 154 Styles... 154 Lists... 157 Tables... 159 Text Boxes... 160 Table of Contents and Bookmarks... 160 Alt Text... 161 Page Numbers... 164 7
Navigational Structures... 165 Reading Preferences... 167 Infer Reading Order Reading Preferences... 169 Screen Reader Options... 174 Read Out Loud... 176 Tagging Documents from Microsoft Office... 179 Acrobat Distiller... 179 Adobe Acrobat Add-in for Microsoft Office... 181 Acrobat Ribbon in Microsoft Office 2016... 181 Advanced PDF Settings (General Category)... 188 Finally...Converting Word Documents!... 194 Save as PDF in Microsoft Office... 195 Print to Adobe PDF... 197 Acrobat Pro Tagging Tools... 199 Add Tags to a PDF Document... 199 Add Tags Report... 201 Highlight Content... 207 Select Text Tool... 209 Select Objects... 209 Modifying Tags with F2... 209 Create New Tag... 211 Create Tag from Selection... 212 Find Tag from Selection... 213 Reflow... 216 Edit Text in Edit PDF Tools... 217 Read Out Loud Text-to-Speech... 222 Order Panel and TouchUp Reading Order Tool... 224 Making Repairs using the TouchUp Reading Order Tool... 228 Table Editor In TouchUp Reading Order Tool... 243 8
Add Form Controls using TouchUp Reading Order tool... 251 Content Panel... 254 Action Wizard... 262 Language and the <Span> Tag... 271 Core Language in a PDF Document... 271 Change the Language for a Tag... 273 Acronyms... 277 Pronunciation Dictionaries and Acronyms... 280 Expansion Text for Acronyms... 281 Acronyms in Form Controls... 283 Using Acronyms in a Descriptive Document... 284 Acronyms in a Tagged PDF Document... 288 Columns... 292 Creating Columns in Microsoft Word... 294 Tri-Fold Brochures... 297 Desktop Published Documents and Columns... 298 Tables and Columns Tutorial... 300 Alt Text and Graphics... 301 Adding Alt Text in Word... 302 Null Alt Text in Word, PowerPoint and Excel... 304 Figure Tags and Reading Order... 305 Adding a Caption to an Image... 307 Bullets and Numbering Basics... 309 Bulleted and Numbered Lists in Word... 310 List Paragraph Style... 314 Format Spacing for a Single List in a Word Document... 315 Format Spacing for all Lists in a Word Document... 317 Creating a Well Structured List... 324 Images as Bullets... 326 9
Tables and PDF Documents... 330 Tables in a Tagged PDF Document... 331 Table Structure in Word... 340 Tables for Design or Presentation... 343 Creating Tables in Word... 351 Inserting a Table... 352 Header Rows Repeat... 353 Rows Braking Across Pages... 355 Empty Table Cells... 356 Adding Space in a Table/Cell Margins... 356 Nested Tables... 358 Captions for Tables... 360 Alt Text for Tables I Office 2016... 361 Table Summary Attribute... 362 Table Frames or Drawn Tables... 365 Links... 369 Create Links from URL s... 369 Creating Links with the Link Tool... 377 Create Links with the Select Text Tool... 382 Repairing Broken Links... 385 Text Boxes and Accessibility... 392 Improved Access to Inline Text Boxes... 396 Paragraph Styles to Replace Text Boxes... 397 Indenting a Paragraph from the Left and Right Margins... 406 Headings, Headers, Headaches... 409 Document Title... 409 Headings... 413 Add a Heading in Microsoft Word... 417 Page Headers... 419 10
Table Headers... 422 Table Headers in Tagged PDF... 424 Multimedia in PDF Documents... 429 Adding Multimedia in Acrobat... 429 Inserting Multimedia in Office 2013/2016... 441 Document Security... 451 Trusted Assistive Technology... 452 Acrobat and Reader Compatibility Settings... 453 Applying Security... 454 Setting Security in Microsoft Office... 456 Setting Security in Adobe Acrobat... 458 Repair Techniques in Adobe Acrobat... 462 Repairing Document Structure... 463 Remove Structure with the TouchUp Reading Order Tool... 463 Language... 465 Language for a Tag... 468 Language for a Word or Phrase... 470 Language Attribute in Word... 472 Tab Order for the Document... 472 Headings... 475 Custom Styles and the Role Map... 483 Bookmarks... 491 Paragraphs... 495 Drop Caps... 496 Non-Unicode Characters... 498 Columns... 501 Lists... 505 Repairing Non-Unicode Bullets... 510 Tables... 514 11
Table Editor... 517 Disappearing Layers in Documents... 525 Reducing the Size of PDF Documents... 527 Alt Text, Actual Text and Graphics... 530 Alt Text for Images, Equations and Objects... 531 Actual Text versus Alternate Text... 532 Mathematical Equations and Scientific Notation... 534 Complex Diagrams and Equation Solution... 536 Accessible Fillable Forms in Acrobat Pro DC... 539 Screen Readers and Forms... 541 Form Design Best Practices... 543 What Can Go Wrong?... 560 Fillable Forms from a Scanned Document... 562 Form Tools in Adobe Acrobat... 563 Unwanted Metadata Can Create Problems... 566 The Importance of ToolTips... 570 Required Field Notification... 572 Text Form Controls... 574 Previewing a Form... 578 Clearing a Form after Preview... 578 Limiting the Number of Characters in a Text Form Control... 580 Form Control Appearance... 582 Auto Font Size (Appearance)... 585 Multi-line Text Form Controls... 587 Formatting a Form Control... 590 Calculations in Form Controls... 594 Calculated Form without JavaScript... 601 Repeating Information in a Form... 608 Check Boxes in a PDF Form... 612 12
Duplicating Check Boxes in a PDF form... 617 Pinning Form Control Tools... 621 Distributing Form Controls Evenly... 622 Radio Buttons in a PDF Form... 624 Aligning Form Controls Horizontally and Vertically... 631 Resize Radio Buttons and Check Boxes... 632 Dropdown Lists... 635 List versus Dropdown Lists... 641 Combo List Form Controls... 645 Digital Signature Form Control (Digital ID)... 647 An Alternative to a Digital Signature... 650 Adding the Tags to a Form... 651 Accessibility Full Check for Forms... 654 Remediating the Tagged Form... 655 Extend Features in Adobe Reader... 660 Oops, I Forgot a Form Control!... 662 Missing Form Elements in Accessibility Full Check... 666 Add Form Controls using TouchUp Reading Order tool... 669 Accessible Forms using Adobe AEM Form Designer... 672 The Form Designer User Interface... 673 Getting Help/ How To Palette... 677 Standard Form Controls Palette... 680 Form Control Properties... 681 Custom Form Control Palette... 683 Hierarchy and PDF Structure Palettes... 686 Renaming Elements in the Hierarchy Palette... 689 Tab Order Palette... 691 Layout Palette... 698 Font and Paragraph Palettes... 699 13
Style Catalog Palette... 701 Form Designer Options... 701 Why use Form Designer?... 714 Form Designer Accessibility Checker... 715 Adding ToolTips for Form Controls... 719 Resizing Form Elements... 723 Required Fields in Form Designer... 725 Form Templates... 727 Spell Check in Form Designer... 732 Adding Elements to the Library... 733 Creating a Form Designer Form... 737 Basic Parts of a Form Designer Form... 738 Saving the Form... 739 Instructional Text Block in Form Designer... 739 Text Fields Form Controls in Form Designer... 743 Check Box Form Controls in Form Designer... 747 Dropdown List Form Controls in Form Designer... 750 List Form Controls in Form Designer... 753 Combo List Form Controls in Form Designer... 756 Radio Button Form Controls in Form Designer... 758 Switching Radio Button Positions... 762 Digital Signatures in Form Designer... 764 Date Form Controls in Form Designer... 766 Summary... 770 Scanned Documents to Tagged PDF... 771 OCR in Adobe acrobat Pro DC... 773 Step 1: The TIF Files... 773 Step 2: Inserting Pages into a PDF Document... 774 Step 2: Recognizing Text (OCR)... 775 14
Step 3: Creating the Links in the Document... 778 Step 4: Tagging the Document... 781 Step 5: Examining the Order Panel... 783 Step 6: Examining the Tags Tree... 785 Additional Techniques for Scanned Documents... 789 Edit PDF Tools... 792 Adding and Editing Content... 792 Replacing Images... 795 Add a Header and Footer in Adobe Acrobat... 798 Adding a Watermark using Edit PDF... 808 Add Bates Numbering... 814 Organize Pages Tools... 820 Deleting and Inserting Pages... 820 Watermarks and Confidential Documents... 826 Combining Tagged PDF Documents... 835 Combining Secure Documents... 839 Bookmarks... 841 Legal Documents: Redaction... 845 Manual Solutions... 846 Redaction Tools Overview... 846 Redaction Tool for Microsoft Word... 847 JAWS and Redacted Content in Word... 853 Converting the Redacted Word Document to Tagged PDF... 856 Redacting Content in a Word Form... 858 Redaction Tools in Adobe Acrobat... 863 PDF from Web Pages... 879 Adobe Portfolio... 883 Adobe InDesign Desktop Publishing... 886 Adobe Acrobat Pro Preflight... 887 15
Refreshable Braille Display... 940 Six Pack... 942 Text-to-Speech or TTS... 943 The JAWS Screen Reader... 944 JAWS Startup Wizard... 945 Changing How Fast JAWS Speaks... 952 JAWS Settings and User Testing... 953 JAWS Basics... 956 Adjusting the JAWS Rate of Speech... 956 Text/Navigation/Reading (JAWS)... 957 JAWS Quick Keys... 957 Tables (JAWS)... 958 Forms (JAWS)... 959 The NVDA Screen Reader... 960 NVDA Basics... 962 Text/Navigation Keyboard Commands (NVDA)... 962 Adjusting the NVDA Rate of Speech... 963 NVDA Quick Keys... 963 Tables (NVDA)... 964 Forms (NVDA)... 964 Strategy for testing PDF document accessibility... 965 Opening the PDF document... 965 Headings... 966 Graphics (Alt Text)... 969 Lists... 972 Links... 973 Tables... 974 Forms... 977 Appendix A: Braille Alphabet... 979 17
Appendix B: JAWS PDF Keyboard Commands... 983 Text Navigation and Reading Commands... 983 Link Commands... 984 Heading Commands... 984 Form Commands... 984 Tables Commands... 985 Appendix C: NVDA Keyboard Commands... 987 NVDA Basics... 987 Tables... 988 Single Letter Navigation... 988 Form Controls... 989 Appendix D: PDF/UA Checkpoints... 990 Checkpoint 01: Real content tagged... 990 Checkpoint 02: Role mapping... 992 Checkpoint 03: Flickering... 992 Checkpoint 04: Color and Contrast... 993 Checkpoint 05: Sound... 993 Checkpoint 06: Role mapping... 994 Checkpoint 07: Dictionary... 994 Checkpoint 08: OCR Validation... 994 Checkpoint 09: Appropriate Tags... 994 Checkpoint 10: Character Mappings... 995 Checkpoint 11: Declared Natural Language... 995 Checkpoint 12: Stretchable Characters... 996 Checkpoint 13: Graphics... 997 Checkpoint 14: Headings... 997 Appendix E: Finding Highlighted Content... 999 Finding Formatting in a Word Document... 1000 Create a Custom Highlight Text Style... 1001 18
Finding the Style in a Word Document... 1004 Using Highlighting in Word... 1008 Return Find to Default... 1011 Getting Formatting Information with JAWS... 1011 Find Formatted Text in tagged PDF Documents... 1012 Repairing PDF to Find Formatting... 1014 Index... 1017 19