Adobe Acrobat Pro DC Introduction to Accessible PDFs

Adobe Acrobat Pro DC – Introduction to Accessible PDFs – 2 Hour Presentation Rob Haverty, Senior Product Manager, Document Cloud Accessibility © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. Revised March 2018

Agenda § Session 1 – Getting Ready in Acrobat Pro DC § Session 2 – The Basics of PDF Accessibility § Session 3 – Fixing Inaccessible PDF Documents 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 – Getting Ready in Acrobat Pro DC © 2017 Adobe Systems Incorporated.

Acrobat Accessibility Setup Tools Pane 1. Tools Tab > Select Add Tool > Organize Tools Pane § Action Wizard § Accessibility Navigation Pane 2. Use B 1 - Basics Demo Doc - Intro to Accessible PDF View > Show/Hide > Navigation Panes § Tags Panel § Content Panel § Order Panel © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 4

Keyboard Navigation 1. Standard Navigation (Tab & Arrow Keys) 2. Keyboard Shortcuts § F 6 § F 2 § Ctrl + D – Document Properties © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 5

Table Editor Set up Table Editor 1. § Access via Tag Tree and TURO § Set display Enhancements 2. § Click anywhere § Select cell © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 6

Reading Order Tool (Formerly know as the TURO or Touch Up Readaing order tool) 1. Access via Order Panel or Tag Tree 2. Set up Display 3. Editing Tags in TURO © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 7

Session 2 – The Basics of PDF Accessibility © 2017 Adobe Systems Incorporated. All

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. § For Example: Word has an Accessibility Checker to help the author make the document more accessible. Does the author know how to create an accessible document 2. § For Example: In Word, are Styles used to apply Headings or are headings “created” by changing the font size and making the font bold? REMEMBER: It is almost always easier to remediate the source document then the converted PDF document. © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 9

Let’s Talk About PDF/UA ISO 14289 -1 (in process of revising) is a subset of and references ISO 32000 § Electronic document file format enhancement for accessibility § Designed to identify the semantic information necessary for assistive technologies to access the information in the document such as text, structure, and organization of the content. § Shall vs. May § § e. g. , lists – Individual list items shall be specified by <LI> tags. <Lbl> and <LBody> tags may be included. Organizations define their own specific rules § e. g. , HHS requires <Lbl> and <LBody> tags for compliance Conventions § <Document> tag should be the first tag in the tree structure (not required by PDF/UA) § Artifact images with captions (no alternative text - Alt. Text) © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 10

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. 11

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. 12

PDF Conversion Process Converting an Accessible Word Document – Use 2 - Basic Demo Doc 1. Acrobat Plug-in (Office Ribbon) 2. Print to PDF © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 13

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 14

Document Properties (Ctrl + D) © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe

Session 3 – Fixing Inaccessible PDF Documents © 2017 Adobe Systems Incorporated. All Rights

Fixing Tags Content Shall be Tagged in the Logical Reading Order Common areas for review: 1. Tables 2. Figures 3. Artifacts 4. Lists Unique considerations depending on the source document and means of conversion: 1. Scanned Document 2. Role Mapping 3. Links 4. Form Fields PDFMaker vs. Make Accessible (previously shown) © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 17

Editing in the Tag Tree – The Basics Covered in specific exercises later. New Tag 1. § Select where you want the new tag inserted in the Tag Tree (inserts below selected tag) § Right click to open the Context Menu § Select “New Tag” and the tag type Move Tags 2. § “Drag and Drop” or “Cut and Paste” Change Tag 3. § F 2 © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 18

List Basics According to the PDF/UA ISO standard, a list must have the List <L> tag and List Item <LI> tags. They may also have the Label <Lbl> and List Body <LBody> tags. 1. Open document 3 - Word Document with Errors and convert to PDF 2. Open Tag Tree 3. Find mis-tagged list items (usually will have a <P> tag) 4. Create <L> tag 5. Change list items <P> tags to <LI> tags and make them children of the <L> Tag © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 19

Table Basics Column and Row Headers need to be tagged with the <TH> tag and data cells with the <TD> tag 1. Using the PDF version of 3 - Word Document with Errors 2. Open Table Editor (context menu in Tag Tree or TURO tool) 3. Select and change <TH> tags to <TD> tags and add Scope 4. Demo with Screen Reader © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 20

Tables with Merged Cells 1. Use document 3 - Word Document with Errors 2.

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. See the blog on Tagging Content as an Artifact. Continue using document 3 - Word Document with Errors 1. Open document in Acrobat 2. Open the Tag Tree (this step is not necessary but for illustration only) 3. Note the empty <P> tags, we will come back and check for them after creating the artifact tags 4. Open Order Panel 5. Select “Show Reading Order Panel” (TURO) 6. Select item number for content to be artifacted 7. Select “Background” from TURO 8. Return to the tag tree and note that the previous empty <P> tag is now gone. (again, this step is unnecessary and only for illustratation) © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 22

Images 1. Use document 3 - Word Document with Errors 2. Figures with Captions (Artifact? ) 3. Without Captions (Alternative Text) § Accessibility Tool © 2017 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential. 23

Links Convert 4 - Links with PDF Maker 1. § delete tags and § re-add tags (can work forms – see hierarchy) Convert 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. 24

Contacts Rob Haverty@Adobe. com Adobe Accessibility Website www. Adobe. com/Accessibility Adobe Blogs Document Cloud Blog blogs. adobe. com/documentcloud/ (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. 25

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