PDF Accessibility Principles Part II

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Adobe Acrobat DC Training Objectives

 Introduce Adobe editing features

 Explain key features of an accessible PDF

 Discuss more complex PDFs Today’s Topics

PDF Accessibility Principles Part II • Recap • Editing PDFs • Building Accessible PDFs Part II • Hands-on Group Exercises Accessibility Tools Building Accessible PDFs Part I

Step 1: Convert from an accessible document Step 5: Fix Reading Order

Step 2: Check for Accessibility Step 6: Final Accessibility Check

Step 3: Add your Title and Language Step 7: Read out loud

Step 4: Add Tags for

• Headings

• Paragraphs

• Images Resource: PDF Checklist

• Lists

PDF Accessibility Principles Part II

 Recap • Adobe Editing Features • Building Accessible PDFs Part II • Hands-on Group Exercises Edit PDF Tool

• Allows you to add and edit text and content within your PDF • Benefits o Saves Time o Helpful if you converted from inaccessible files • Drawback o If you have extensive edits, may need to retag your document. Content Panel • List of all content in your PDF • You can delete content within your panel Building Accessible PDFs Part II

• Adding Tags for: • Tables • Lists • Links

• Creating PDF

• Working with Scanned PDFs

• Export PDFs to other file formats Resource: PDF Checklist Tables

• Tags • Table Editor • Complex Tables • Table Summary Table Tags Tables need a

, , : Table Row •
and tags •
: Table Header • : Table Table editor Key Features:

• Table Cell Properties

• Cell Types

• Attributes

• Header IDs

• Associated Header Cell IDs Table summary

• What is a table summary? A table summary is really similar to alternative text for images. It’s a description of what your table represents.

• Do I need a table summary? Complex Tables

Can I make accessible complex tables in Adobe? Table Issues

• Unpredictable

• Problems with tables converted from Word

• Complex tables

• May need to fix tables in tags panel Tables Accessibility

• To ensure accessibility, format tables with headers and avoid merged, split, or blank cells. • The complex a table (merging cells, nesting multiple headings under one, adding blank lines, etc.) the worse it will be for accessibility. • Sample of Simple Tables vs. Complex Tables by Penn State. List Tags

Lists example

How to create an accessible PDF: 1. Create an accessible Word document 2. Convert your Word document to PDF 3. Validate PDF Tags and Reading Order 4. Use the accessibility checker to test your document List Tags..  Tags Panel: Create New Tags

 List Nesting:

. List>

. List Item

  • . List body . List Item

  • . List body Example 1 List Tags Examples

  • OK; screen reader will continue page 2

    Example 2 Correct Tags Incorrect Tags

  • Links

    • Link Tags Adobe: Create and Verify PDF Accessibility NCDAE: Creating Accessible PDF Documents • Inserting Links Coblis Color Blindness Simulator Simple Tables vs. Complex Tables Link Tag

     Tags Panel: Find Unmarked Links

     Link Nesting: . “OBJR” tag must be present so link is defined correctly Inserting Links

     Link recognition

     Link Nesting:

    . “OBJR” tag must be present so link is defined correctly Creating PDF Infographics

    • Issues • How to structure • Best conversion software and alternatives Infographics

    • What are infographics? • Use pictures to represent words, freestyle design • An image is worth a thousand words • Group by colors • Cluster information in a static order • Use extreme color contrast • What are the challenges with creating infographics? • Text is not recognized • Layers may interfere with tagging of infographics Format • Image • Requires a transcript (text alternative) • Display below or next to the infographic • Link to the transcript (to an accessible file or web page) • Hidden (accessibly) in the web page or file containing the infographic • Web-One custom elements • HTML and CSS • Follow web best practices • PDF • Follow PDF best practices Infographic Format: Image The problem with flyers and infographics are generally published on event pages as image files where all text and hyperlinks are part of the image. Screen readers and other assistive technologies can’t convert images into words/texts. Best Practices Requires a transcript (text alternative) • Display below or next to the infographic • Link to the transcript (to an accessible file or web page) • Hidden (accessibly) in the web page or file containing the infographic • Web-One custom elements

    Adding flyers & infographics to Calendar Event Infographic Format: HTML & CSS

    Best Practices 1. Enter all of the event information into the Web-One post. 2. If the flyer is an image, add descriptive text display below the infographic. 3. Add descriptive link text (avoid generic phrases like “read more”, “click here”, “next page”) 4. Descriptive text benefit users to use 3rd party language translation tools/app.

    Adding flyers & infographics to Calendar Event How to tag an infographic

    • Always tag text and content appropriately • Make sure the tool used to create an infographic can convert text • Use the content panel to help with layers • Add text for infographic within Adobe Acrobat Infographic Format: PDF Embedding a PDF format of an infographic or flyer is also an excellent alternative. However, when adding links to PDF’s on the web, content creators must ensure the PDF document adheres to all PDF accessibility requirements. Best Practices • Accessibility markup (tags) • Structure that can easily read by screen readers • Selectable text • Sharable and consistent across platforms (mac, pc, mobile, tablet)

    Adding flyers & infographics to Calendar Event Best conversion software and alternatives

    • Create from accessible document (Word, InDesign)

    • Use software that can make selectable text.

    • Instead of a PDF make an infographic into a webpage. I have a Scanned PDF

    • Adobe Text Recognition • Correcting Recognized Text • Limitations Text Recognition

    • Need to conduct an Optical Character Recognition (OCR) • Text Recognition Types: o Searchable Image o Searchable Image (exact) o Editable Text and Images Correct Recognized Text

    • Text Suspects • Does not capture all text Limitations with OCR

    • Adobe has limitations with OCR Reflow Text issues • Misrecognized text or • Alternatives o Proprietary Tools • Ominipage • ABBYY Fine Reader o Open Source Tools Export PDFs to other file formats

    In case you can’t find the original documents, you can export PDFs to different file formats, including Microsoft Word, Excel, PowerPoint, etc.

    Notes: Need to verify format, alignment, unrecognized characters, etc. You CAN make a big difference

    Best education and resources available to EVERYONE providing ACCESSIBLE Reflection • Creating accessible digital content can’t happen tomorrow. • Accessibility is for everyone.

    How can you make a big we difference Evaluating Documents

    Material Needed • Printed Handout with Exercise Instructions • 3 Document on your Computer • Scanned PDF • PDF With Tables • Infographic

    Walk through of Exercise: 1. Evaluate the document on our computers 2. Go through all the exercises as a group: 3. Make edits to the document 4. Check for Accessibility 5. Share Out