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Adobe 22002418 Manual

Adobe 22002418 Manual

Accessibility guide
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Adobe® Acrobat® 9 Pro Accessibility Guide:
Best Practices for Accessibility

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Summary of Contents for Adobe 22002418

  • Page 1 Adobe® Acrobat® 9 Pro Accessibility Guide: Best Practices for Accessibility...
  • Page 2 Adobe, the Adobe logo, Acrobat, Acrobat Connect, the Adobe PDF logo, Creative Suite, LiveCycle, and Reader are either registered trade- marks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. AutoCAD is either a registered trade- mark or a trademark of Autodesk, Inc., in the USA and/or other countries.

  • Page 3: Table Of Contents

    Security that will not interfere with assistive technology Document structure tags and proper read order Alternative text descriptions Adobe Acrobat and Adobe Reader Accessibility Features Features for Accessible Reading of PDFs Features for Creating Accessible PDFs Acrobat 9 Pro PDF Accessibility Repair Workflow...
  • Page 4 Editing or Modifying an Existing Form Field Deleting a Form Field Buttons Set the Tab Order Step 4: Add Other Accessibility Features Document Language Set Security That Permits Accessibility Create Accessible Links Add Bookmarks Making PDF Accessible with Adobe Acrobat 9 Pro...
  • Page 5 Adding Alternate Text with the TouchUp Reading Order Tool Using the TouchUp Reading Order Tool Table Editor Add a Table Summary Place the Table in Editing Mode Remove or replace document structure tags Making PDF Accessible with Adobe Acrobat 9 Pro...
  • Page 6 Step 7: Use the Accessibility Checker to Evaluate the PDF File Quick Check Quick Check Results Full Check Accessibility Full Check Options Continue Checking Until All Issues are Addressed Additional Validation Techniques Making PDF Accessible with Adobe Acrobat 9 Pro...
  • Page 7 Video Tab (Microsoft Word and PowerPoint) Settings for Other Microsoft Office Applications Excel-specific options on the Settings tab PowerPoint-specific options on the Settings tab Convert the Word Document to Accessible PDF Microsoft Office 2003 Making PDF Accessible with Adobe Acrobat 9 Pro...
  • Page 8 Changes to the Conversion Settings Repairs You Should Make in the Source File Repairs You Should Make in the PDF File Document Language Tab Order is Consistent with Structure Order Establish Table Headings for Tables Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 9: Introduction

    “Acrobat 9 Pro PDF Accessibility Repair Workflow” on page 5). This guide also discusses techniques for converting source files to accessible PDF. Using the Adobe PDFMaker with Microsoft Word as an example, this guide provides best practices for designing your source...

  • Page 10: Generating Accessible Pdf Files From Authoring Applications

    Characteristics of Accessible PDF files The Adobe Portable Document Format (PDF) is the native file format of the Adobe® Acrobat® family of products. The goal of these products is to enable users to exchange and view electronic documents easily and reliably, independently of the environment in which they were created.

  • Page 11: Document Language

    (See “Step 6: Determine if the PDF File is Properly Tagged” on page 23). Adobe Acrobat and Adobe Reader Accessibility Features Accessibility features in Adobe Acrobat and Adobe Reader fall into two broad categories: features to make the reading of PDF documents more accessible and features to create accessible PDF documents. To create accessible PDF documents, you must use Acrobat, not Reader.
  • Page 12 (version 8 or later) to fill in and save PDF forms locally Create dynamic XML forms with • • Adobe LiveCycle® Designer ES (included)* Create and validate accessible • • PDF documents * Windows Only Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 13: Acrobat 9 Pro Pdf Accessibility Repair Workflow

    (See “Step 6: Determine if the PDF File is Properly Tagged” on page 23). 7. Use the Adobe Acrobat 9 Pro accessibility checker to evaluate the PDF and repair tagging problems and other issues such as missing alternate text descriptions, missing short descriptions for form fields, and improper read order.

  • Page 14: How To Tell If A Pdf File Is A Scanned Document

    Use the marquee zoom tool in Acrobat to define the area and magnify the edges of curved letters such as “c”, “s”, and “o”. Text that has undergone the OCR process using the Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 15: What To Do If The Pdf Is A Scanned Document

    PDF file that cannot be reflowed. • Downsample should be set to the lowest downsampling which results in the highest resolution as measured in dots per inch (dpi). This should be 600 dpi. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 16: What To Do If The Pdf Is Not A Scanned Document

    Acrobat 9 Pro PDF Accessibility Repair Workflow Figure 4 Recognize Text Dialog and Recognize Text Settings For additional information on performing optical character recognition using Adobe Acrobat, refer to the Acrobat 9 Help. What to Do if the PDF is Not a Scanned Document Proceed to “Step 3: Add Interactive Features: Form Fields and Buttons”...

  • Page 17: Pdf Form Fields

    Acrobat accurately detected the fields and labelled them appropriately. Acrobat Form Wizard You can use the Form Wizard in Adobe Acrobat 9 Pro or Adobe Acrobat 9 Pro Extended to create interactive forms from an existing electronic document (for example a Word, PDF, or Excel document) or scan a paper form into a PDF form.

  • Page 18: Enter Forms Editing Mode Directly

    Editing Mode without automatically creating any fields. You can now add new form fields to the PDF form. Proceed to the next section “Forms Editing Mode” on page 11 for further instruction. Figure 5 Add or Edit Form Fields Dialog Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 19: Forms Editing Mode

    With the PDF form in Forms Editing Mode, you can add new fields and buttons to the form and edit or delete any existing field or button (See “Figure 6 Adobe Acrobat 9 Forms Editing Mode” on page 11) Forms Editing Mode changes the Acrobat user interface slightly.

  • Page 20: Form Field Properties

    You can make form fields accessible to people with disabilities by adding tags to the PDF and by properly structuring it. In addition, you can use the tool tip form field property to provide the user with information Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 21: Tooltips For Radio Buttons

    Citizen?” in the Tooltip field. • For one button you would enter “Yes” in the Button Value field under the options tab, for the other “No” should be entered in the Button Value field. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 22: Editing Or Modifying An Existing Form Field

    With the document in Forms Editing mode, click on the field you would like to delete and do any of the following. • Right mouse click and select delete • Press the delete key. • From the menu, select Edit > Delete (ALT + ED) Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 23: Buttons

    Button Properties dialog. They also appear in the Tab order tree. See the Adobe Acrobat Help for a complete discussion of PDF fields and buttons.

  • Page 24: Step 4: Add Other Accessibility Features

    Select a language from the Language menu, and click Close. Note: The language that you specify for an element also applies to all elements nested under it in the logical structure tree. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 25: Set Security That Permits Accessibility

    You should ensure the Acrobat 9 security settings permit access to the document by assistive technology. You can verify the Acrobat 9 or Adobe Reader 9 security settings do not prohibit access to assistive technology by checking the security preferences tab of the document properties dialog.
  • Page 26 Select “Password Security” as the security method from the drop-down list. In the Permissions section of the Password Security Settings dialog, verify the box labelled “Enable text access for screen reader devices for the visually impaired” is checked. This is the default setting for Adobe Acrobat 9 and Adobe Reader 9 (See “Figure 13 Password Security Settings”...

  • Page 27: Create Accessible Links

    PDF. Note: If you tagged the Adobe PDF during conversion from an authoring application, the links and URLs in the document are probably already active and included in the tag tree so that they are accessible to screen readers. You probably don’t have to do this task unless you want to add more links.

  • Page 28: Step 5: Determine If The Pdf File Is A Tagged Pdf File

    View Document Properties. File > Document Properties (Ctrl +D) - In the lower left hand corner of the Description tab, is an indication as to whether or not the document is tagged (See “Figure 14 Tagged PDF File Property” on page 21) Making PDF Accessible with Adobe Acrobat 9 Pro...
  • Page 29 “Document is Tagged PDF.” If it does not, simply select this entry to add the missing check mark (See “Figure 15 Document is Tagged PDF Indicator in a Structured Document” on page 22) Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 30: What To Do If The Pdf File Is Not Tagged

    Tool (TURO)” on page 23) What to do if the PDF File is Not Tagged Add tags to the document using Adobe Acrobat 9 Pro. • From the menu, select Advanced > Accessibility > Add Tags to Document (Keyboard Accelerator is...

  • Page 31: What To Do If The Pdf File Is Tagged

    Full Check. If adding tags to a PDF in Adobe Acrobat results in a tagging structure that is overly complicated or too problematic to fix, you can use the TouchUp Reading Order tool to remove or replace the current structure.

  • Page 32: Selecting The Touchup Reading Order Tool

    When you select TouchUp Reading Order, a dialog box opens that lets you see overlay highlights that show the order of page content (See “Figure 17 Result of Selecting the TouchUp Reading Order Tool” on page 25) Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 33: Touchup Reading Order Tool Options

    Table . Tags the selection as a table after the selection is analyzed to determine the location of headings, columns, and rows. • Cell . Tags the selection as a table or header cell. Use this option to merge cells that are incorrectly split. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 34: Tips For Using The Touchup Reading Order Tool

    Reading-order problems are readily apparent when you use the TouchUp Reading Order tool. Each section of contiguous page content appears as a separate highlighted region and is numbered according to its placement in the reading order. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 35: Check Reading Order With The Touchup Reading Order Tool

    In the Order tab, drag the tag for a highlighted region to the location you want. As you drag, a line appears to show potential locations. After you drag an item to a new location, the highlighted Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 36: Editing Tags With The Touchup Reading Order Tool

    The pointer changes to include a minus sign (-). Click the button for the tag type that you want for the highlighted region. Split a region into two regions • Select the TouchUp Reading Order tool. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 37: Apply A Heading Tag

    If background elements that shouldn’t be read are tagged as figures, redefine them as background. • Select the TouchUp Reading Order tool, and then click Show Tables And Figures in the dialog box. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 38: Adding Alternate Text With The Touchup Reading Order Tool

    In the Edit Alternate Text dialog box, type a new (or edit an existing) description for the figure, and then click OK (See “Figure 19 TouchUp Reading Order Alternate Text Dialog” on page 31) Figure 18 Add / Edit Alternate Text with TouchUp Reading Order Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 39: Using The Touchup Reading Order Tool Table Editor

    Place the Table in Editing Mode There are two ways to place Tables in Table Editing Mode with the TouchUp Reading Order Tool: Making PDF Accessible with Adobe Acrobat 9 Pro...
  • Page 40 You can select multiple table cells by holding down Shift and clicking. This is an effecient method for selecting the first row of data cells in a table which need to be changed to header cells. Making PDF Accessible with Adobe Acrobat 9 Pro...
  • Page 41 Set the cells attibutes for row span and column span. Assign a unique header ID for Table Headers or associate Data cells with Header IDs that have been created for the table Making PDF Accessible with Adobe Acrobat 9 Pro...
  • Page 42 Acrobat when using the TouchUp Reading Order Table Editor (See “Figure 23 Table Editor Options” on page 34). Figure 23 Table Editor Options Note: To correct complex tagging problems for tables, you often must use the Tags Panel. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 43: Remove Or Replace Document Structure Tags

    To do this, you must first remove all existing tags from the tree. If adding tags to a PDF in Adobe Acrobat results in a tagging structure that is overly complicated or too problematic to fix, you can use the TouchUp Reading Order tool to remove or replace the current structure.
  • Page 44 Paste from the Options menu. Then, drag the container out one level to the location that you want. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 45: Content Tab Options

    After you drag an item to a new location, the highlighted regions are renumbered to show the new reading order. You can select and move multiple, adjacent regions. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 46: Tags Panel

    You may find it helpful to have Acrobat highlight items in the document view when the associated item in the Tags Panel is selected. From the Content Panel Options menu, select “Highlight Content” (See “Figure 26 Set Content Highlighting On for the Tags Panel” on page 39). Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 47: Edit Tags With The Tags Panel

    To reveal the TouchUp Properties for any tag select the desired tag in the Tags panel and do one of the following: • Right click and select Properties from the context menu • Select Properties from the Tags Panel Option Menu Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 48: Edit A Tag Title

    Choose a new element type from the Type menu, and then click Close. Tags tab options In the Tags tab, use the Options menu or right-click a tag in the logical structure tree to choose from the following options: Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 49: Add Alternate Text And Supplementary Information To Tags

    Designating the appropriate language for different text elements ensures that the correct characters are used when you repurpose the document and that it is spell-checked with the correct dictionary. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 50: Add Alternate Text To Links

    Screen readers can read the URLs of web links out loud, but adding meaningful alternate text to links can help users immensely. For example, by adding alternate text you can have a screen reader tell a user to “go to the Acrobat accessibility page of adobe.com” rather than “go to http://www.adobe.com/products/acrobat/ solutionsacc.html.”...

  • Page 51: Create A New Child Tag

    If the table contains rows that span two or more columns, set ColSpan and RowSpan attributes for these rows in the tag structure. • Re-create the table in the authoring application, and then convert it to a tagged PDF. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 52: Set Colspan And Rowspan Attributes

    Note: The accessibility checker tools (Quick Check and Full Check) can help to identify areas of documents that may be in conflict with Adobe's interpretations of the accessibility guidelines referenced in the application and its documentation. However, these tools don’t check documents against all accessibility criteria, including those in such referenced guidelines, and Adobe does not warrant that documents comply with any specific guidelines or regulations.

  • Page 53: Full Check

    When you have a large document, running a full check one section at a time can be more efficient. • Select an accessibility standard (Adobe PDF, Section 508 (U.S.), or W3C ) from the Name menu, and then select the accessibility options to check for.

  • Page 54: Accessibility Full Check Options

    Name . The set of accessibility criteria to check. For the Section 508 and W3C guidelines, the options area includes a Browse button that links to the website for the respective guidelines. Select Adobe PDF to choose from options for the Adobe PDF accessibility standard •...

  • Page 55: Continue Checking Until All Issues Are Addressed

    Note: While the Accessibility Checker helps you evaluate the accessibility of your documents and helps identify areas that may be in conflict with Adobe's interpretations of the referenced guidelines, the Accessibility Checker does not check all accessibility guidelines and criteria, including those in such referenced guidelines, and Adobe does not warrant that your documents will comply with any specific guidelines or regulations.
  • Page 56 48 | Acrobat 9 Pro PDF Accessibility Repair Workflow Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 57: Creating Accessible Pdf Files Using Authoring Applications

    Microsoft Excel, PowerPoint, and Word among others. You can use either the toolbar buttons or the Adobe PDF menu (the Action menu in Lotus Notes) to create PDFs, but the menu also provides access to conversion settings. Although many of the conversion options are common to all authoring applications, a few are application-specific.

  • Page 58: Headings

    Select the Home Ribbon in Word 2007 and select the proper heading from the styles group (See “Figure 31 Microsoft Word 2007 Styles and Formatting” on page 50). Figure 31 Microsoft Word 2007 Styles and Formatting Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 59: Add Alternative Text To Word Graphics And Images

    (See “Figure 32 Microsoft Word 2003 Web Tab for adding Alternative Text” on page 51). Figure 32 Microsoft Word 2003 Web Tab for adding Alternative Text Word 2007 • Right Click on an image and choose Size Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 60: Configure The Pdfmaker

    Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an Acrobat PDFMaker toolbar button or choosing a command on the Adobe PDF menu. It is not necessary to open Acrobat. In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many popular authoring applications.

  • Page 61: Show Or Activate Pdfmaker In Microsoft Word

    | 53 Creating Accessible PDF Files Using Authoring Applications Figure 34 Microsoft Word 2007 Adobe Acrobat Ribbon and Group Show or activate PDFMaker in Microsoft Word If you don’t see the PDF toolbar buttons in Microsoft Word, you must show or activate the PDF toolbar. Use one of the following methods to show or activate PDFMaker.

  • Page 62: Settings Tab

    (Exception: when you choose Convert To Adobe PDF And Email.) • Prompt For Adobe PDF File Name . Lets you enter a custom filename for the resulting PDF. Deselect this option to save the file in the same folder as the source file, using the same name but with a .pdf extension.
  • Page 63 URLs in the PDF are still active. For more information, see Preferences for viewing PDFs. • Enable Accessibility And Reflow With Tagged Adobe PDF . Embeds tags in the PDF (on by default). Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 64: Security Tab

    (Selected by default.) • Enable Plaintext Metadata . Specifies whether the search engine can read the document metadata. Available only when the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or later. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 65: Word Tab

    39 PDFMaker Word Tab” on page 58). • Convert Displayed Comments To Notes In Adobe PDF . Changes any Word comment entries to PDF comments. If the currently open Word document contains comments, more options appear in the Comments list on this tab: •...

  • Page 66: Bookmarks Tab (Microsoft Word)

    Note: To include bookmarks in the conversion process, the Add Bookmarks To Adobe PDF option on the Settings tab must be selected. If you deselect that option, it overrides any options you select on this tab and no bookmarks are created.

  • Page 67: Video Tab (Microsoft Word And Powerpoint)

    Deinterlace . Activates the video deinterlacing filter, which can improve video quality. • Encode Audio . If unselected, the converted video file does not include audio. If selected, specify the data rate at which to encode the audio in the FLV file. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 68: Settings For Other Microsoft Office Applications

    These options are specific to the Settings tab in the PDFMaker for the PowerPoint presenation application. • Convert Multimedia . Converts any linked audio-video file to an FLV file and embeds it in the PDF. Making PDF Accessible with Adobe Acrobat 9 Pro...

  • Page 69: Convert The Word Document To Accessible Pdf

    Enter a filename and location for the PDF, and click Save. Microsoft Office 2007 Do one of the following: • Click the Create PDF button from the Create Adobe PDF Group on the Acrobat ribbon (See “Figure 43 Create Accessible PDF in Word 2007” on page 61).

  • Page 70: If The Word Document Is A Form

    Check the PDF Version of the Document Using Acrobat Once you have converted the document, you will still need to check the results in Adobe Acrobat. To check the results, begin at Step 5 of the PDF Accessibility Workflow (see “Step 5: Determine if the PDF File is a...

  • Page 71: Changes To The Conversion Settings

    (See “Add Alternative Text to Word Graphics and Images” on page 51). Repairs You Should Make in the PDF File Some repairs must take place on the PDF file using Adobe Acrobat 9. Document Language In some instances, even if the document language has been specified in the source file, the information about document language is not conveyed to the PDFMaker.
  • Page 72 64 | Creating Accessible PDF Files Using Authoring Applications Making PDF Accessible with Adobe Acrobat 9 Pro...

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