Adobe® Acrobat® XI Pro Accessibility Guide: Best Practices for PDF Accessibility For more information Solution details: www.adobe.com/accessibility/products/acrobat/ Program details: www.adobe.com/accessibility Contact information: [email protected] Adobe, the Adobe logo, Acrobat, Acrobat Connect, ActionScript, Adobe Captivate, Authorware, Flash, and JRun are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the Adobe Systems Incorporated United States and/or other countries. Java is a trademark or registered trademark of Sun Microsystems, Inc. in the United States and other countries. All other trademarks 345 Park Avenue are the property of their respective owners. San Jose, CA 95110-2704 © 2012 Adobe Systems Incorporated. All rights reserved. Printed in the USA. USA www.adobe.com 10/12 Contents PDF Accessibility Overview ................................................................................................................................................. 1 Overview of Portable Document Format (PDF) ....................................................................................................... 1 Determine the Accessibility Path for each PDF Document ................................................................................... 1 Start with an Accessible Document ............................................................................................................................ 2 Characteristics of Accessible PDF files ....................................................................................................................... 2 Adobe Acrobat and Adobe Reader Accessibility Features .................................................................................... 4 Accessibility Features of Adobe XI Reader, Adobe XI Standard, and Adobe XI Pro ........................................ 5 The Acrobat XI Pro Accessibility Guide Series .......................................................................................................... 6 Using the Acrobat XI Pro Accessibility Checker .............................................................................................................. 7 The Make Accessible Action Wizard ........................................................................................................................... 7 Accessibility Checker (Full Check) ..............................................................................................................................7 Additional Functional Validation Techniques ........................................................................................................23 WCAG 2.0 Mapng to PDF/UA ......................................................................................................................................24 Acrobat XI Pro PDF Accessibility Repair Workflow .....................................................................................................30 Step 1: Examine the PDF File ......................................................................................................................................31 Step 2: Add Document Properties and Interactive Features ..............................................................................31 Document Title, Subject, Author, and Keywords ................................................................................................32 Set Security That Permits Accessibility .................................................................................................................33 Create Accessible Links .............................................................................................................................................35 Add Bookmarks ..........................................................................................................................................................36 Set Initial View/Open Options .................................................................................................................................37 Step 3: Perform OCR on Scanned Document .........................................................................................................37 How to Determine if a PDF File is a Scanned Document ...................................................................................37 Perform OCR on a Scanned Document .................................................................................................................40 Step 4: Add Form Fields and Set the Tab Order .....................................................................................................41 Step 5: Set the Document Language .........................................................................................................................41 Step 6: Add Tags to the Document .........................................................................................................................42 Determine if the Document has been Tagged .....................................................................................................42 Add Tags to an Untagged Document .....................................................................................................................49 Step 7: Examine and Repair the Tag Structure .......................................................................................................52 Touch Up Reading Order Tool (TURO) ...................................................................................................................53 Tips for using the Touch Up Reading Order Tool ................................................................................................56 Checking Read Order with the Touch Up Read Order Tool ..............................................................................57 Edit Tags with the Touch Up Reading Order Tool ................................................................................................59 Using the Touch Up Reading Order Tool Table Editor .......................................................................................62 Editng Table Tags ........................................................................................................................................................63 Remove or Replace Document Structure Tags using the Touch Up Reading Order Tool ..........................66 Tags Panel .....................................................................................................................................................................69 Adobe® Acrobat® XI Pro Accessibility Guide: Best Practices for PDF Accessibility II Correct Table Tags with the Tags Panel .................................................................................................................74 Step 8: Add Alternative Text .......................................................................................................................................76 Add Alternate Text and Supplementary Information to Tags ..........................................................................76 Step 9: Use the Accessibility Checker to Evaluate the PDF File..........................................................................78 Acrobat XI Pro Accessible Forms and Interactive Documents ..................................................................................80 Types of interactive PDF Form Fields .......................................................................................................................81 Automatic Field Detection using the Acrobat Form Wizard ...............................................................................81 Creating a Form without the Forms Wizard ............................................................................................................83 Forms Editing Mode......................................................................................................................................................84 Selecting a New Form Field to Create ......................................................................................................................84 Form Field Properties...................................................................................................................................................86 Setting Tooltips for Form Fields .................................................................................................................................86 Editing or Modifying an Existing Form Field ..........................................................................................................88 Deleting a Form Field ...................................................................................................................................................88 Field Actions ...................................................................................................................................................................89 Validation and Error Messages ..................................................................................................................................89 Set the Tab Order ...........................................................................................................................................................89 Provide Instructions and Onscreen Labels .............................................................................................................90