Adobe Acrobat Pro DC Introduction to Accessible PDFs
Adobe Acrobat Pro DC – Introduction to Accessible PDFs – Hands-on Lab Rob Haverty, Senior Product Manager, Document Cloud Accessibility © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Revised November
Agenda § Session 1 – Basic Tips ‘n Tricks § Session 2 – Artifacts § Session 3 – Tables § Session 4 - Links § Session 5 - Scanned Documents § Session 6 – Forms GOALS: § It is possible for a PDF document to be accessible § Understanding what people need to know to make PDF documents accessible § There is always more to learn © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 2
Session 1 – Basic Tips ‘n Tricks © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 3
Source Document The Source Document is Supreme Things to consider when creating the source document: Does the authoring tool of the source document allow the author to create an accessible document. 1. § Does the author know how to create an accessible document 2. § 3. For Example: Word has an Accessibility Checker to help the author make the document more accessible. For Example: In Word, are Styles used to apply Headings or are headings “created” by changing the font size and making the font bold? It is almost always easier to remediate the source document then the converted PDF document. © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 4
Word Basics – Accessibility Checker © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 5
Word Basics – Table Headers 1. Table Tools added to the Ribbon when Table is created or selected 2. Header Checkboxes found under Design Tab • Word • Header Row (Column Headers) • First Column (Row Headers) © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 6
Hierarchy of Tasks (Here There Be Monsters) Is the PDF created from a scanned image? 1. § If yes – perform text recognition Is the PDF a form with fillable form fields? 2. § If yes – add the form fields Does the PDF document or form contain links? 3. § If yes – add the links Does the PDF have multimedia? 4. § If yes – add the multimedia (make sure it is accessible with captions and video descriptions) 5. Now – tag the document 6. After or during tagging have you edited the document § If yes, at the very least you will need to remove all tags and re-tag the document or form, it may be necessary to remove all tags, multimedia, links, and form fields and return to step 2 © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 7
Acrobat Accessibility Setup – Tools Pane Tools Tab > Select Add Tool > Organize Tools Pane § Action Wizard § Accessibility © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 8
Tools Accessibility 1. § Full Check Action Wizard 2. § Make Accessible (automatic process) Edit PDF 3. § Links § Editing breaks tagging (usually) Enhance Scans 4. § Enhance Scanned Document § Recognize Text © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 9
Acrobat Accessibility Setup – Navigation Pane View > Show/Hide > Navigation Panes § Tags Panel § Content Panel § Order Panel © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 10
Table Editor Set up Table Editor 1. § Access via Tag Tree or Reading Order tool § Set display Enhancements 2. § Click anywhere § Select cell © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 11
Reading Order Tool (Formerly know as the TURO or Touch Up Reading Order tool) 1. Access via Order Panel or Tag Tree 2. Set up Display 3. Editing Tags in Reading Order tool © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 12
Converting to a PDF from a Source Document Multiple Methods 1. Acrobat Plug-in 2. Application Save As 3. Export 4. Print to PDF 5. Other conversion tools or plug-ins Varying Results 1. Tables and Lists may be inaccurately tagged 2. Resulting PDF may be untagged 3. Custom tags may be created © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 13
PDF Conversion from Word – Adobe Process Use Word Doc EX 1 - Word Demo Doc with Errors 1. Acrobat Plug-in (Office Ribbon) 2. Print to PDF © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 14
PDF Conversion from Word – Microsoft Office Process 1. Office Save As Under More Options, open Options and make sure Headings are used for Bookmarks is checked. 2. © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 15
PDF Maker vs. Make Accessible (Autotagging) § PDF Maker uses the semantic information of the source document to tag the PDF § Make Accessible attempts to imply the structure of the document PDF Maker > © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. < Make Accessible 16
Document Properties (Ctrl + D) © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 17
Session 2 – Artifacts © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 18
Artifacts An artifact is content that does not provide meaningful information such as decorative images or line spaces. Artifacts should not be present in the Tag Tree. Use PDF document EX 1 – Word Demo Doc with Errors 1. Open document in Acrobat 2. Open the Tag Tree 3. Select the empty <P> tag 4. Access the Reading Order tool from the Tag Panel 5. Select item number for content to be artifacted (note it will have a blue box around it) 6. Select “Background/Artifact” from the Reading Order tool 7. Note that the previous empty <P> tag is now gone. © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 19
Session 3 – Tables © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 20
Fixing Tags – Basic Table Column and Row Headers need to be tagged with the <TH> tag and data cells with the <TD> tag 1. Use PDF document EX 1 - Word Demo Doc with Errors 2. Open Table Editor (context menu in Tag Tree or Reading Order tool) 3. Select and change <TH> tags to <TD> tags and add Scope © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 21
Complex Table – Missing Cell IDs Use PDF document EX 2 - Complex Table § Yellow cells are missing association with a header cell § Before dealing with the Cell IDs, clean up the tagging for the table, it may address the issues © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 22
Table Cell IDs – Auto Generate § Multiple Layers of Headers § Auto-generate Cell IDs © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 23
Table Cell IDs – Add § Cell IDs auto-generated with Row/Column information and part of the cell content. § Select the IDs, in reading order, relevant for the specific data cell. © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 24
Session 4 – Links © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 25
Links Convert Word document EX 3 - Links with PDF Maker 1. § Review tags § Delete tags and § Re-add tags (best forms – see hierarchy) Convert Word document EX 4 – Links with Print and 2. § Add links (similar to scanned doc). § Only need short URL © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 26
Session 5 – Scanned Documents © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 27
Scanned Document 1. Open Scanned PDF EX 4 a – Scan – Accessible Word 2. Run Enhance Scan tool “Scanned Document” (Recognize Text Checked) 3. Autotag Document 4. Check Results © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 28
Camera Image – Demo Only 1. Open Scanned PDF with Logos 2. Run Enhance Scan tool Camera Image 3. Run Text Recognition 4. Autotag Document 5. Check Results © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 29
Scanned Documents - OCR § Success is highly dependent upon: § The quality of the scan § The quality of the OCR engine § Use Scanned PDF EX 4 b - Scan with Logo and Signature § § Multiple Runs of Enhance Scan Some Gotchas § Colored backgrounds § Use Scanned PDF EX 4 c - Scan - Not Taggable - Demo § Handwritten text © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 30
Alternate Approaches for Scanned Documents § Adobe Scan on i. OS or Android § ABBY Fine Reader § ABBY PDF Transformer (cheaper alternative) © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 31
Session 6 – Forms © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 32
Approaching Forms Choose the approach that works best for your situation Considerations: 1. § Are you working with the original source document? § Has the PDF been tagged and was there a lot of remediation work done? § Are the form fields well defined? § Options 2. 3. add form fields and then tag or add form fields to the tagged PDF § Auto detect the form fields before tagging (may require less remediation in the Tag Tree) § Auto detect the form fields after tagging (similar to manual process but may save time) § Manually add the form fields (requires the most work) Regardless of approach use the Prepare Form tool in Tools Pane © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 33
Prepare Form Tool § Added by default to the Tools Pane © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 34
Select a Form § Choose document, if you open the document in Acrobat first it is a simple step. § Do not check “This document requires signatures”, signature field applied regardless § § Some functionality missing in Properties dialog (a bug? ) Choose whether to auto-generate form fields or not. © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 35
Autogenerate Form Fields and Tag Unmarked Annotations Use the PDF document EX 5 - Form Complex - PDFMaker tagged 1. Run Prepare Form tool with Form Field Autodetection On 2. Review Form Fields Steps to Add Form Fields to the Tag Tree 1. Place focus on “root” Tag 2. Find Unmarked Annotations 3. Tag Element 4. Set Tag Type to Form © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 36
Contacts Rob Haverty@Adobe. com Adobe Accessibility Website www. Adobe. com/Accessibility Adobe Blogs Document Cloud Blog https: //theblog. adobe. com/document-cloud/ (search for PDF or Accessibility) Accessibility Blog blogs. adobe. com/accessibility/ Follow us on Twitter @Adobe. Access © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 37
Adobe – Make it an Experience
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