Transcript Accessible PDF Basic Overview July 23, 2013 What Do You Need to Know? O Do you need a PDF in this case? O How to.

Accessible
PDF
Basic Overview
July 23, 2013
What Do You Need to Know?
O Do you need a PDF in this case?
O How to identify an accessible PDF
O How to create an accessible source
document
O How to repair a document
O How to check your work
Why Is This Important?
ORight thing to do
OIt’s the Law
OUniversity Policy
Why Is This Important?
O Access for All – Universal Design
Those with and without disabilities
Different learning styles
Different technologies – assistive and otherwise
Helps in the process of converting to alternate
formats (textbooks)
O Captioning,
O Older users,
O English as Second Language
O
O
O
O
O Search engines optimization favors accessible
websites
O
Experiential Learning
O What screen reader users hear:
O PDF
O Untagged
O Tagged
The Document You Heard
O Stark Tinkham Writing Contest Flyer
One Caveat….
OPDF is NOT
Universally Accessible
Why Not?
O People with low vision can’t manipulate
fonts
O However:
O New technology developing all the time
O They’re working on it
O Does not mean we abandon all hope with
PDFs
First Steps: Ask Yourself…
O Does this document need to
be a download?
O Could it be created as a Web
Page?
O Web pages can’t be altered
either
O If you provide the download
as a supplement, it still must
be accessible.
O Equivalent Experience
What Makes a PDF Accessible?
O Document Language
O Document Title
O Structure
O Tags – define the structure
O Logical reading order
O Appropriate Alternative text for images
O Data tables
O Header Cells
O Color Contrast
O Human readable” links – descriptive text
O Forms: Field Descriptions, tooltips, other
considerations
Start with the Source
O Create accessible source documents
O Your work in creating accessible PDFs is less
taxing and less time consuming!
O You won’t be asked to “re-create” the
material as an accommodation
O You make your documents more portable
O Cross browser
O Cross platform
O Cross device
Hands On
O Sample documents
O http://webs.purduecal.edu/webaccessibility
/apsac-pdf-workshop-072313
How to Create an Accessible
Document in Word
O Styles for structure
O Lists, paragraphs, headings
O Images – Alternate text, Captions
O Tables for Data, not Layout
O Layout – built-in tools (columns)
O Links are descriptive
O Color – contrast, other information
O Plain Language
Organization & Language
O Plain language
O Easy to understand
O Easy on the jargon
O Think about how the document will be heard
Styles for Structure
O Fonts
O Type (family)
O Size (12 point minimum
recommended)
O Color
O Line Spacing
O Indentation
O Borders & Shading
O Other Effects
Headings
O Heading Styles
O Section Titles
O Anything on a Table of Contents
O Tips:
O Keep them short
O Follow a logical order / hierarchy like an outline
O This is your navigation
O Roadmap through the document
Images - Alt Text
O How do you decide?
O Complicated images
(like this one)
O Provide a
long description as
a separate page
Images
O Right Click
O Format Picture
O Alt Text -
Description
O Not Title
Images – Other
O Captions
O JAWS won’t read alt text in Word
O Adding captions helps everyone
O Wrap text
O Inline
O Top and Bottom
O Avoid Watermarks
O Difficult to see
Color
O Sufficient Contrast
O Two similar colors
next to each other
hard to read
O Size matters
O Don’t use color
as only way
to convey information
O Provide
additional help
via text
Data Tables – Insert!
O Don’t Draw!
Insert Quick Table
O Three columns, three rows
O First row put Header One, Header Two,
Header Three in the columns
O Second and third rows put Data one Data
two, Data three, Data four, Data five, Data
six in columns
Data Tables
O Column Header rows
O No Blank Cells or rows
O Tables are read row by row
O Alternate Text
O Captions
No Tables for Layout!
O Use Columns not tabs or tables
O Charts, smart art, tables other objects
O Alternate text
O Group objects together
O Alternate text
to the image
as a whole
O Avoid Text boxes
O Use Styles instead
Links
O Human readable text
O No “Click Here”, “Read more”
O No complex URLs
O Listen to this:
O A publication-quality image is available at
http://news.uns.purdue.edu/images/+2009/rama
n-watery.jpg
O Vs This:
O A publication-quality image is available.
O Footnotes
O For those who want to print document
Check Your Work
O Run Accessibility Checker
O Fix the problems
O Run it again, til it’s clean
O REMEMBER: the checker
is NOT Perfect!
O May not identify a document with no
headings
O May not identify other issues
O YOU are the authority!
Save As
O Options
O Standard
O Document
structure tags
for accessibility
Save As PDF
O Ways to do this:
O Create PDF
O Preferences
O File>>Save as PDF
O Save As and choose PDF
O Options / Preferences
Note: Word 2011 for Mac does not produce a
tagged PDF. You may want to use Open Office
Create PDF
O Acrobat Tab Preferences
O Application Settings
O Enable
Accessibility and
Reflow with
tagged Adobe PDF
Good News – Almost Done!
O If your source document is well-structured
and accessible – this is a piece of cake!
First, Check the Document
O You need Acrobat Pro
O Interface and tools different for 9, 10, 11
O Big Accessibility improvements in 11
O Use it here – Open Lab (check schedule)
What Are We Looking For?
O Tags Similar to HTML
O Structure – Headings/Paragraphs/Lists
O Image Alternate Text & Captions
O Table headings
O Links
O Color
O ****READING ORDER****
Steps to Follow
Acrobat XI
O First:
Run document check
Under Accessibility
options
O No need to change
defaults
Check Issues Identified
Acrobat XI
O Two items at least will need
visual checks
O Logical Reading Order
O Color Contrast
O You most likely will be able
to make minor adjustments
Visual Checks
O Look at the Tags
O Look at the Reading Order
O You may decide that the checker has it wrong
O You can move things around –
O Drag and Drop
O Better in XI than in X
Visual Checks - Tags
O Look at the Tags Panel
O Look for H1 (heading level 1)
O Look for H2 (heading level 2)
O Look for P (paragraphs)
O Look for L and LI (lists and
list items)
O Look for Tables and TR, TH, TD
(table rows, table header cells,
table data cells)
Visual Checks – Reading
Order
O Look at the Reading Order
O Each page has a unique reading order
O Would it make sense
if this is the order
in which someone
was reading the
document to you?
Trust Yourself!
O You may decide
that the checker
has it wrong
O You can move things
O Drag and Drop
O Better in Acrobat Pro XI
than in Acrobat Pro X
O You can change the tags
O Tag Properties or
O Use the Touch Up Reading Order Tool
Take it Further
O Visual Check
O Color Contrast Analyzer
O Screen Reader Test
O Like Browsers – there are differences
O JAWS – most popular and most expensive
O NVDA - free
O Windows Narrator – Windows 7
O Macs - VoiceOver
O Acrobat Pro Built in Read Out Loud
O View>>Activate Read Out Loud
O Not always accurate
O Good enough in most cases
Where we *Almost* got in
trouble
O English Language Program Newsletter
O Tagged but not right
O Tagged properly
A Note about Data Tables
O Acrobat XI checker may not catch these
O Touch Up Reading Order Table Editor
O Pretty good for simple tables
O Headers
O Scope
O For Complicated Tables –
O Advanced workshop!
A Note About Tags:
O Every Tag has Properties
O Most of them you won’t need
O Set language
O Set Alternate Text for images / tables
Another Note:
SAVE EARLY AND OFTEN
O Acrobat Pro is notoriously unforgiving
O There is no UNDO for many of these steps
O Save frequently
O Save incrementally
O So you will have a version to return to
O Don’t count on “Revert”
O True for forms as well as documents
Satisfied?
O If you’ve run the checker and it’s clean
O If you’ve looked at the Reading Order
O If you’ve looked at the colors
O If you’ve looked at the tags
O If you’re satisfied with your document..
You’re Done!
O You have done as much as you can
O There will always be issues
O With assistive technology differences
O With changes in regulations
Summary
O Start with the Source
O Analyze the document
O Structure
O Text alternatives
O Color
O Tables
O Links
O Check your work
Resources – SO MANY!
O Our Web Accessibility Site Resources Page
O “Cheat” Sheets
O from the National Center on Disability and Access to
Education
O Guides
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Adobe Best Practices Guide (94 page PDF)
Adobe PDF Accessibility Repair Workflow (50 page PDF)
WebAIM PDF Accessibility Web Page
Penn State
West Lafayette (PDF)
Health & Human Services Web Page
Microsoft Office – Creating Accessible Office Files
California State University PDF Accessibility Tutorials
A Word About Acrobat Reader
O Reader is not Acrobat Pro
O Acrobat Reader XI better than X
O Can save forms that are filled out in Reader
O Recognizes more of the accessibility features
O Provide link to plugin on every Web page where
you offer a document
O We make it easy on you:
O If your site doesn’t have this
on the side, let us know
and we’ll add it.
Your Questions & Feedback
O Talk to me!
O I’m listening!