Creating Accessible PDF’s - PowerPoint Presentation

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Creating Accessible PDF’s

Access U 2019

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Creating Accessible PDF’s

Section 508:

http://www.section508.gov/

WCAG Draft Techniques: http://www.w3.org/WAI/GL/WCAG20-TECHS/pdf.html

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What we will cover

Language Specification/ Page Properties

Common Tags

Alt-textReading OrderHeadings

Disappearing Content

Hyperlinks

Lists

Scanned Documents

Tables

Fillable Forms

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Common Tags we will Cover

<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

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Setting Language and Document Structure

Setting Language:

File-Properties- Advanced Tab- Language

Setting Document Structure

:

Pages Panel-Highlight all pages-Right click on pages-Page properties- Use Document Structure

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Alt-Text

Ensure all images that contain meaning are tagged as figures and contain meaningful alt-text.

Ask 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 statements

Timeline – Time markers

Line graph – Data points: x, y coordinates

Bar graph – Tabular information

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Alt-Text

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Alt-Text

How would you describe this image?

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Alt-Text

How 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

2. JCIB (Ongoing)

C. Operations/Program Evaluation

f.

Flight Readiness Review

g.

Post Launch Assessment Review

h.

Program Status Review

3. JCIB (Ongoing)

D. Closeout/Decommission

Note:

Acquisition Strategy and Planning is integral to Program

Management and is owned by key decision makers.

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Reading Order

Should 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.

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Headings

Use 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.

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Headings

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Disappearing Content

PDFs are layered documents. Sometimes the background layers move to the front or vice versa.

You can move background content back into view by re-ordering content in the content panel. [Example]

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Hyperlinks

Meaningful! (not Click ‘Here’ or “More’)

Standardize link indicators

Knowbility

Home Page [www.knowbility.org]

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Hyperlinks

Use the Link tool to zone link text separately, then use the link properties to set the destination URL.

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Hyperlinks

For web pages type URL exactly as it appears.

For E-Mails address type Mailto: before E-Mail address.

Example:

Mailto:kblack@knowbility.org

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Hyperlinks

Tag 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

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List Items

List items can appear as ordered or unordered lists in the body of the document.

Ordered Lists contain numbers or letters

Unordered lists have bullets

Both types of lists utilize the same tags in a PDF.

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List Tags

According 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.

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List Tags

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Table of Contents

TOC

- Contains one or more TOCI tags.

TOC

I - TOCI tags can contain

TOCI_Title

and

TOCI_Page

tags.

TOCI_Title

- Contains section titles.

TOCI_Page

– Contain information such as page numbers or roman numerals. , or in the case of a nested TOC it may contain additional TOC tag trees

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Table of Contents in the Tag Tree

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Making scanned documents Accessible

Scan 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.

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Scanned Documents

OCR 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”

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Scanned Documents – OCR Acrobat Pro 11.0

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Scanned Documents - OCR Verification

Once 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.

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Scanned Documents - Actual Text

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Making Accessible Tables

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Module: Accessible Tables

Characteristics of a table include:

Table Rows

Column or Row Headers

Table Data cells

TH1

TH2

TH3

TH4

TD

TD

TD

TD

TD

TD

TD

TD

TD

TD

TD

TD

TD

TD

TD

TD

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Tables

Some tables are slightly more complex.

This table contains nested column headers.

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Tables

Highlight the table using the touch up reading order tool and tag as a table.

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Tables

If the table is broken into sections that share a common column heading make sure to only select the first section and tag it first.

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Tables

Once the table has been tagged, right click on the table and select “table editor”.

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Tables- Table Editor

Ensure each cell is properly aligned in this view.

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Tables- Misalignment

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Tables - Misalignment

Check the tag tree for extraneous tags and missing <TR>, <TD> or <TH> tags

Add missing tags to the Tag Tree and delete extraneous tags.

This should change the alignment of the cells which you can check in the “Table editor”.

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Tables- Tag Tree

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Tables- Table Editor

Tables:

After a table has been tagged using the

TouchUp

Reading Order Tool, select the table by left clicking on it to ensure it is highlighted, then right click the highlighted portion and select Table Editor

Right click each individual cell > Table Cell Properties > select Header or Data Cell. For header cells that are aligned vertically within the table make sure to change the scope to “Column”.

For nested tables select the # of cells the row or column spans.

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Tables - Table Cell Properties

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Module 2: Making fill-able forms accessible

Common types of form fields:

Text Entry Field

Checkbox

Radio Button:

Must have identical name and tooltip for single selection

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Accessible Forms

Steps:

Detect form fields automatically or add manually

Edit form field propertiesApply tag structure to the document

Associate form fields with text tags and ensure a proper reading order

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Accessible Forms- Step 1

Detect form fields: Tools > Forms > Edit > Automatically Detect Form Fields

Not always beneficial to automatically detect form fields but may be useful for some documents

.

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Accessible Forms - Step 2

Edit form fields’ properties: name and tooltip, add additional form fields where necessary.

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Accessible Forms - Step 3

Apply tag structure to the document with tags from Tools > Accessibility > Touch up reading order

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Accessible Forms - Step 4

Associate form fields with text tags and ensure a proper reading order

Find tag from selection > find unmarked annotations

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Contact Information

Presented by:

Kirk Black

kblack

@knowbility.org

Knowbility.org

http://www.knowbility.org

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