Creating Accessible PDFs Section 508 http www section

Creating Accessible PDFs • Section 508: http: //www. section 508. gov/ • WCAG Draft Techniques: http: //www. w 3. org/WAI/GL/WCAG 20 TECHS/pdf. html Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

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

Some Common Tags • • • • <P>: paragraph <H 1> through <H 6>: 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-Text • Ensure all images that contain meaning are tagged as figures and contain meaningful alttext. Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

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

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

• How we described it: Alt-Text 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 1. ASP 2. ASM 3. JICB (Ongoing) Implementation: B. Program Acquisition/Program Evaluation a. Program System Requirements/ Definition reviews 1. 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. Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

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

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

Headings • Use headings in a logical hierarchical order. • Sub headings will be H 2’s, H 3’s etc. • More Headings are located in the tag properties up to H 6. Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

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

Hyperlinks • Meaningful! (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

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

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

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

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

List Tags • According to the W 3 C 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 1/17/2013 Creative Commons-Some Rights Reserved

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

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. Intro to Document Accessibility 1/17/2013 Creative Commons-some Rights Reserved

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” Intro to Document Accessibility 1/17/2013 Creative Commons-some Rights Reserved

Scanned Documents – OCR Acrobat Pro 11. 0 Intro to Document Accessibility 1/17/2013 Creative Commons-some Rights Reserved

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. Intro to Document Accessibility 1/17/2013 Creative Commons-some Rights Reserved

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

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

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

Accessible Forms Steps: 1. 2. 3. 4. Detect form fields automatically or add manually Edit form field properties Apply tag structure to the document Associate form fields with text tags and ensure a proper reading order Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

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

Accessible Forms - Step 2 • Edit form fields’ properties: name and tooltip, 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 order – Find tag from selection > find unmarked annotations Int-Adv Document Accessibility 1/17/2013 Creative Commons-Some Rights Reserved

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

Testing in JAWS • Common hot keys: – Insert + f 5 : Show list of forms – Insert + f 6 : show list of headings – Insert + f 7 : show list of links – Insert + z : turn on quick keys – Arrow keys : navigate within page – H or shift + H : Navigate by heading – T or shift + T : Navigate by table – Ctrl+alt+arrow keys : Navigate within a table Intro to Document Accessibility 1/17/2013 Creative Commons-some Rights Reserved

Thank-you • Presented by: Kirk Black kblack@knowbility. org Knowbility. org http: //www. knowbility. org Intro to Document Accessibility 7/16/2012 Creative Commons-some Rights Reserved