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Section 4: Creating tagged Adobe PDF documents from word-processing and desktop publishing applications
(For Excel files) If you want to convert all worksheets in the Excel file, choose Adobe PDF > Convert Entire
•
Workbook. Otherwise, choose Adobe PDF > Convert To PDF to convert only the current worksheet.
•
Select the Convert To Adobe PDF button on the toolbar.
Note for Excel files: If PDFMaker anticipates that it will have problems generating tags, links, or bookmarks from the
Excel file, warning messages appear. You can either follow the instructions in the messages to modify the Excel file or edit
the PDFMaker conversion settings. See "About PDF conversion settings (Microsoft Office files)" in Acrobat 7.0 Help.
Name and save the file.
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Converting Microsoft Office documents to Adobe PDF documents (Mac OS only)
If you have created a document in a Microsoft Office application in Mac OS, you must use Adobe PDF Printer to
convert the file to an untagged Adobe PDF document. If the document is a form, add fillable form fields as described
in "Section 8: Making Adobe PDF forms accessible" on page 39. Otherwise, tag the document by following the
instructions in "Section 9: Adding tags to Adobe PDF documents" on page 48.
Creating tagged Adobe PDF documents from InDesign CS or later
To complete the tasks in this section, you need InDesign CS or later.
Planning ahead to minimize tagging rework
InDesign CS has many features and techniques that let you control the document structure and tagging of Adobe
PDF documents that you create from its files. It also has tools for adding alternate text to graphics.
Two features in InDesign CS—threads and tags—provide nearly complete control over the tag structure that is used
for accessibility purposes in PDF documents. You should not need to modify the reading order or the tags of the PDF
document in Acrobat if you build the InDesign CS document appropriately.
Bear in mind that more complex layouts increase the potential for problems with tagging. Decide the relevance of
certain visual embellishments, and consider ways to provide meaningful alternate text for graphics. If you discover
reading order or tagging problems in the PDF document, you should return to InDesign CS to repair the document
structure, and then reexport the document to PDF.
For more information on preparing InDesign CS files for accessibility, see "About using Acrobat structure tags for
PDF export" in InDesign CS Help.
Using threads to affect the structure of Adobe PDF tags
InDesign CS uses threads to indicate the flow of text among visually separate frames that contain related content. A
story in InDesign CS comprises either a single unthreaded frame or a collection of threaded frames. When you
generate an Adobe PDF document from InDesign CS, the conversion process groups threaded frames together in the
tag tree of the PDF document and marks the beginning of each story by inserting a <Part> tag in front of the story's
first frame in the tag tree.
Appropriately specifying the story threads in InDesign CS creates appropriately grouped frames in the tag tree in the
PDF document—which, in turn, improves how well screen readers, Acrobat accessibility tools, and other assistive
technology can present the content to a user.
For instance, if you have a headline in one frame, and the body of an article in another frame, and you do not thread
the frames, the tag tree will have two <Part> tags (one for each single-frame story). By threading the headline frame
to the body frame, you enable the tag tree to have one <Part> tag for both frames, which simplifies the tag tree and
eliminates potential ambiguity for a screen reader.
ADOBE ACROBAT 7.0
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