Creating Accessible PDFs - PowerPoint Presentation

Creating Accessible PDFs Section 508: http://www.section508.gov/ WCAG Draft Techniques: http://www.w3.org/WAI/GL/WCAG20-TECHS/pdf.html Int -Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

Setting Language and Document StructureSetting Language: File-Properties- Advanced Tab- Language Setting Document Structure: Pages Panel-Highlight all pages-Right click on pages-Page properties- Use Document Structure Intro to Document Accessibility 1/17/2013Creative Commons-some Rights Reserved

Some Common Tags<P>: paragraph<H1> through <H6>: Heading 1-6 <Figure>: Graphical Image<Table>: Marks beginning of a table<TR>: Marks beginning of Table Row<TH>: Table Header<TD>: Table Data<L>: List - Marks beginning of list<LI>: List item<LI_Lable> The list item label <LI_Title> The list item title<Link>: Link<TOC> Table of Contents<TOCI> Table Item<TOCI_Title> Title of the Section<TOCI_Page> Page Number of section Int -Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

Alt-TextEnsure all images that contain meaning are tagged as figures and contain meaningful alt-text. Int-Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

Alt-Text Int -Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

Alt-TextHow would you describe this image? Int -Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

Alt-TextHow we described it: Graphical image is a chart depicting a timeline with Acquisition Steps to Ensure Agency Commitment to Programs/Projects. The following key decision points and major reviews progress as follows: Formulation :A. Pre-Program Acquisition ASP ASM JICB ( Ongoing ) Implementation: B . Program Acquisition/Program Evaluation a. Program System Requirements/ Definition reviews PSM b. Preliminary Design Review c. Critical Design Review d. Systems Integration Review e. Operational Readiness Review JCIB ( Ongoing ) C . Operations/Program Evaluation f. Flight Readiness Review g. Post Launch Assessment Review h. Program Status Review3. JCIB (Ongoing)D. Closeout/DecommissionNote: Acquisition Strategy and Planning is integral to Program Management and is owned by key decision makers. Int -Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

Alt-TextAsk yourself: Does it convey meaning?Is it clip art, a chart, a graph, a logo, or a map? Does the Map have a Key? Does it show points of interest? What type of chart or graph is it?Flowchart – If then statementsTimeline – Time markersLine graph – Data points: x, y coordinatesBar graph – Tabular information Int-Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

Reading OrderShould be left to right and top to bottom.Information may be presented in two column text. Tag in the order in which you want it to read and save often.Order Panel allows you to adjust reading order of contents. Int-Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

HeadingsUse headings in a logical hierarchical order.Sub headings will be H2’s, H3’s etc.More Headings are located in the tag properties up to H6. Int -Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

Headings Int -Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

HyperlinksMeaningful! (not Click ‘Here’ or “More’)Standardize link indicators Knowbility Home Page [www.knowbility.org] Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

HyperlinksUse the Link tool to zone link text separately, then use the link properties to set the destination URL. Int -Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

HyperlinksFor web pages type URL exactly as seen in documentFor E-Mails address type Mailto: before E-Mail address. Mailto:kblack@knowbility.org Int-Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

HyperlinksTag link text as <P> paragraph tag > right click tag and select “find unmarked links”Ensure Tag structure shows <Link> then <Link-OBJR> then Content Box containing link text Int -Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

List ItemsList items can appear as ordered or unordered lists in the body of the document.Ordered Lists contain numbers or lettersUnordered lists have bullets Both types of lists utilize the same tags in a PDF. Int-Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

List TagsAccording to the W3C Editor’s Draft:The PDF specification defines list structure in section 14.8.4.3.3 (List Elements). The structure types for lists in PDF documents are: L - the List tag, which contains one or more LI tags. LI - the List Item tag. List item tags can contain LI_Label and LI_Title tags. LI_Label - the list item label. Contains distinguishing information such as a item number or bullet character. LI_Title - the list item title. Contains list item content, or in the case of a nested list, it may contain additional List tag trees. Int-Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

List Tags Int -Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

Making scanned documents accessibleScan the document Once the scan is complete use Document > OCR Text Recognition > Find first OCR suspect to look for problems in the conversion.Correct any problems you find and repeat the process as necessary.Add alt text to any graphic images.Repair the structural elementals such as reading order.Then run the accessibility check to see if anything else needs your attention. Creative Commons-some Rights ReservedIntro to Document Accessibility 1/17/2013

Scanned DocumentsOCR Process: If the PDF file is a scanned image of text, an Optical Character Recognition (OCR) process must be followed. In Acrobat Pro 9.0 select Document > OCR Text Recognition > Recognize Text Using OCR... > then select all pages in document for conversion. In Acrobat Pro 11.0 Select Tools > Text Recognition > Find all Suspects > In This File > Select “All Pages” Creative Commons-some Rights Reserved Intro to Document Accessibility 1/17/2013

Scanned Documents – OCR Acrobat Pro 11.0Creative Commons-some Rights Reserved Intro to Document Accessibility 1/17/2013

Scanned Documents - OCR VerificationOnce OCR has been completed Tags must then be added to the document.Once OCR conversion is complete each tagged element must be manually checked and verified. If errors are found “actual text” fields in the tag properties must be updated with edited content.Creative Commons-some Rights Reserved Intro to Document Accessibility 1/17/2013

Scanned Documents - Actual Text Creative Commons-some Rights ReservedIntro to Document Accessibility 1/17/2013

Scanned Documents - OCROnce you have run OCR on the document, tags must be added.Demo: Letterpress sample.pdf Creative Commons-some Rights ReservedIntro to Document Accessibility 1/17/2013

Module 2: Making fill-able forms accessible Common types of form fields:Text Entry FieldCheckboxRadio Button:Must have identical name and tooltip for single selection Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

Accessible Forms Steps:Detect form fields automatically or add manuallyEdit form field propertiesApply tag structure to the document Associate form fields with text tags and ensure a proper reading orderInt-Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

Accessible Forms - Step 1 Detect form fields: Tools > Forms > Edit > Automatically Detect Form FieldsNot always beneficial to automatically detect form fields but may be useful for some documents. Int -Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

Accessible Forms - Step 2 Edit form fields’ properties: name and tooltip, add additional form fields where necessary. Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

Accessible Forms - Step 3 Apply tag structure to the document with tags from Tools > Accessibility > Touch up reading order Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

Accessible Forms - Step 4 Associate form fields with text tags and ensure a proper reading orderFind tag from selection > find unmarked annotations Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

Accessible FormsDemo Accessible Forms Int-Adv Document Accessibility 1/17/2013Creative Commons-Some Rights Reserved

Testing in JAWSCommon hot keys:Insert + f5 : Show list of formsInsert + f6 : show list of headings Insert + f7 : show list of linksInsert + z : turn on quick keysArrow keys : navigate within pageH or shift + H : Navigate by headingT or shift + T : Navigate by tableCtrl+alt+arrow keys : Navigate within a tableCreative Commons-some Rights Reserved Intro to Document Accessibility 1/17/2013

Thank-youPresented by: Kirk Black kblack@knowbility.org Knowbility.org http://www.knowbility.org Creative Commons-some Rights ReservedIntro to Document Accessibility 7/16/2012