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Adobe 22001438 Accessibility Guide - Page 4

The accessibility workflow - pdf

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iv Section 3: The accessibility workflow Six general steps 12 Step 1: Start from the document you have 12 Step 2: If the document is a form, add fillable, accessible form fields 14 Step 3: Tag the Adobe PDF document 14 Step 4: Evaluate the Adobe PDF document and repair common problems 14 Step 5: Add other accessibility features to the Adobe PDF document 14 Step 6: As needed, edit the tag tree to fix advanced problems 14 Section 4: Creating tagged Adobe PDF documents from word-processing and desktop publishing applications Options for converting to Adobe PDF from authoring applications 16 Using Acrobat PDFMaker in non Adobe applications (Windows only 16 Using the Save As or Export command in Adobe applications (Mac OS and Windows 16 Using Adobe PDF Printer (Mac OS and Windows 16 Creating tagged Adobe PDF documents from Microsoft Office 2000 or later 17 Tips for improving the Adobe PDF tagging and document structure in Microsoft Office documents 17 Tips for making artwork accessible 17 Tips for making tables accessible 17 Tips for making large Excel tables (worksheets) accessible 18 Converting Microsoft Office documents to tagged Adobe PDF documents (Windows only) . 18 Converting Microsoft Office documents to Adobe PDF documents (Mac OS only 21 Creating tagged Adobe PDF documents from InDesign CS or later 21 Planning ahead to minimize tagging rework 21 Using threads to affect the structure of Adobe PDF tags 21 Using InDesign CS tags to improve accessibility 22 Adding accessible text to graphics 23 Converting InDesign CS documents to tagged Adobe PDF documents 23 Creating tagged Adobe PDF documents from FrameMaker 7.0 25 Adding alternate text to imported graphics 25 Converting FrameMaker documents to tagged Adobe PDF documents 25 Creating tagged Adobe PDF documents from PageMaker 7.0 26 Converting PageMaker documents to tagged Adobe PDF documents 26 Finishing the Adobe PDF document for accessibility 27 Section 5: Converting scans to accessible Adobe PDF content The three starting points for scans 28 Applying OCR to image-only Adobe PDF scans 29 Scanning a paper document to Adobe PDF 30 Converting TIFF or other image formats to Adobe PDF 30 Finishing the Adobe PDF document for accessibility 31

Section	Page
Introduction	3
Section 1: Accessibility and Adobe PDF	3
Section 2: Understanding tagging and document structure	3
Section 3: The accessibility workflow	4
Section 4: Creating tagged Adobe PDF documents from word-processing and desktop publishing applications	4
Section 5: Converting scans to accessible Adobe PDF content	4
Section 6: Creating a single tagged Adobe PDF document from multiple documents	5
Section 7: Creating tagged Adobe PDF documents from web pages	5
Section 8: Making Adobe PDF forms accessible	5
Section 9: Adding tags to Adobe PDF documents	5
Section 10: Evaluating Adobe PDF documents for accessibility problems	6
Section 11: Repairing reading order and basic tagging problems	6
Section 12: Adding other accessibility features	6
Section 13: Fixing advanced accessibility problems	7
Appendix: Standard tags for Adobe PDF documents	7
Introduction	8
Purpose of this guide	8
Audience for this guide	8
Software described in this guide	8
Adobe PDF software described in this guide	8
Authoring applications described in this guide	9
Acrobat system requirements	9
Accessibility tools in Windows	9
Accessibility tools in Mac OS	9
Summary of the sections in this guide	10
Section 1: Accessibility and Adobe PDF	10
Section 2: Understanding tagging and document structure	10
Section 3: The accessibility workflow	10
Section 4: Creating tagged Adobe PDF documents from word-processing and desktop publishing applications	10
Section 5: Converting scans to accessible Adobe PDF content	10
Section 6: Creating a single tagged Adobe PDF document from multiple documents	10
Section 7: Creating tagged Adobe PDF documents from web pages	10
Section 8: Making Adobe PDF forms accessible	10
Section 9: Adding tags to Adobe PDF documents	10
Section 10: Evaluating Adobe PDF documents for accessibility problems	11
Section 11: Repairing reading order and basic tagging problems	11
Section 12: Adding other accessibility features	11
Section 13: Fixing advanced accessibility problems	11
Appendix: Standard tags for Adobe PDF documents	11
Section 1: Accessibility and Adobe PDF	12
What accessibility is	12
Why accessibility is important for Adobe PDF documents	12
What makes Adobe PDF documents accessible	13
1. The document is a searchable text file, not an image-only scan	13
2. The document’s form fields, if any, are accessible	13
3. Document structure is indicated by tags	13
4. Reading order is clear and easy to follow	13
5. Descriptive text is available for all graphics, links, and form fields	14
6. Navigational aids are available	14
7. A document language is specified	14
8. The document uses fonts that allow characters to be extracted to text	14
9. The security settings don’t interfere with screen readers	14
Section 2: Understanding tagging and document structure	15
How tagging and document structure affect accessibility	15
How to tell if an Adobe PDF document has been tagged	15
What tagging looks like in Acrobat	16
When to tag documents	17
Why touchup is often needed	18
Visit the Adobe accessibility website for more information	18
Section 3: The accessibility workflow	19
Six general steps	19
Step 1: Start from the document you have	19
If the document is scan-based (a paper document, an image-only Adobe PDF document, or an image file)	19
If the document is already in Adobe PDF (but is not an image-only scan)	19
If the document is not yet in Adobe PDF	19
Step 2: If the document is a form, add fillable, accessible form fields	21
Step 3: Tag the Adobe PDF document	21
Step 4: Evaluate the Adobe PDF document and repair common problems	21
Step 5: Add other accessibility features to the Adobe PDF document	21
Step 6: As needed, edit the tag tree to fix advanced problems	21
Section 4: Creating tagged Adobe PDF documents from word-processing and desktop publishing applications	22
Options for converting to Adobe PDF from authoring applications	23
Using Acrobat PDFMaker in non Adobe applications (Windows only)	23
Using the Save As or Export command in Adobe applications (Mac OS and Windows)	23
Using Adobe PDF Printer (Mac OS and Windows)	23
Creating tagged Adobe PDF documents from Microsoft Office 2000 or later	24
Tips for improving the Adobe PDF tagging and document structure in Microsoft Office documents	24
Tips for making artwork accessible	24
Tips for making tables accessible	24
Tips for making large Excel tables (worksheets) accessible	25
Converting Microsoft Office documents to tagged Adobe PDF documents (Windows only)	25
Selecting PDFMaker settings before conversion (Windows only)	26
Using Acrobat PDFMaker to create tagged Adobe PDF documents (Windows only)	27
Converting Microsoft Office documents to Adobe PDF documents (Mac OS only)	28
Creating tagged Adobe PDF documents from InDesign CS or later	28
Planning ahead to minimize tagging rework	28
Using threads to affect the structure of Adobe PDF tags	28
When threading frames, keep the following tips in mind	29
Using InDesign CS tags to improve accessibility	29
Adding accessible text to graphics	30
Converting InDesign CS documents to tagged Adobe PDF documents	30
Creating tagged Adobe PDF documents from FrameMaker 7.0	32
Adding alternate text to imported graphics	32
Converting FrameMaker documents to tagged Adobe PDF documents	32
Creating tagged Adobe PDF documents from PageMaker 7.0	33
Converting PageMaker documents to tagged Adobe PDF documents	33
Finishing the Adobe PDF document for accessibility	34
Section 5: Converting scans to accessible Adobe PDF content	35
The three starting points for scans	35
Applying OCR to image-only Adobe PDF scans	36
Scanning a paper document to Adobe PDF	37
Converting TIFF or other image formats to Adobe PDF	37
Finishing the Adobe PDF document for accessibility	38
Section 6: Creating a single tagged Adobe PDF document from multiple documents	39
Why to combine multiple documents	39
Inserting, replacing, and deleting pages within an Adobe PDF document in Acrobat	40
Plan ahead to reduce changes to the tag tree and reading order	40
Combining files from multiple authoring applications while converting to Adobe PDF	41
Finishing the Adobe PDF document for accessibility	42
Section 7: Creating tagged Adobe PDF documents from web pages	43
What to expect when converting web pages to tagged Adobe PDF documents	43
How to convert web pages to tagged Adobe PDF documents	44
Finishing the Adobe PDF document for accessibility	45
Section 8: Making Adobe PDF forms accessible	46
Characteristics of accessible Adobe PDF forms	47
Workflows for creating forms	47
Which Adobe tools are you using?	47
Deciding between LiveCycle Designer and Acrobat Professional	47
What is your starting point?	48
If you are creating a new form	48
If you are starting from a form that is already in Adobe PDF	48
Tips for working with forms	49
Designing the form	49
Writing form field descriptions	49
Setting and testing the tab order	49
Using LiveCycle Designer to create accessible Adobe PDF forms	49
The LiveCycle Designer workflow	49
Step 1: Design and build the form	49
Step 2: Add descriptions to form fields	49
Step 3: Set and test the tab order for form fields	50
Step 4: Save the form as a tagged Adobe PDF form	50
Using Acrobat 7.0 Professional to make Adobe PDF forms accessible	51
Step 1: Add fillable form fields and descriptions	51
Step 2: Set the tab order	51
Step 3: Tag the form (if it isn’t already tagged)	52
Step 4: Finish the Adobe PDF document for accessibility	52
Using Adobe PDF Forms Access to tag Adobe PDF forms	52
How Adobe PDF Forms Access helps with accessibility	52
Tagging Adobe PDF forms by using Adobe PDF Forms Access	53
Step 1: Tag and edit the tags of the Adobe PDF form	53
Step 2: Complete the form processing	54
Step 3: Finish the Adobe PDF document for accessibility	54
Section 9: Adding tags to Adobe PDF documents	55
What to do before you tag a document	55
Reviewing the document	56
Creating links for URLs in the document	56
Adding tags to an untagged document	56
Reading the Add Tags Report	57
Retagging a document, if needed	58
Finishing the Adobe PDF document for accessibility	58
Section 10: Evaluating Adobe PDF documents for accessibility problems	59
Two tools for checking the accessibility of Adobe PDF documents	59
Performing an accessibility Full Check	60
Full Check options	60
Viewing the results of an accessibility Full Check	61
Viewing Full Check results in the How To window	61
Viewing comments created by Full Check	62
Using Full Check to check for inaccessible fonts	63
Using Reflow view to check reading order	64
Other ways to check the reading order	64
Finishing the Adobe PDF document for accessibility	65
Section 11: Repairing reading order and basic tagging problems	66
When to use the TouchUp Reading Order tool	66
How the TouchUp Reading Order tool works	67
How the TouchUp Reading Order tool and the Order tab work together	68
How these features interact with the tag tree	69
Options for the TouchUp Reading Order tool	69
Options in the dialog box	69
Additional options on the context menu	70
TouchUp Reading Order preferences	71
The touchup workflow-an orderly approach to repairing reading order and tags	71
Four basic techniques you must know to fix reading order problems	72
Selecting highlighted regions	72
Selecting content on the page	73
Applying a new tag to a selection	74
Changing the reading order (in the Order tab)	75
Fixing common problems	76
Fixing highlighted regions	76
EXAMPLE 1. Removing nonessential content from the reading order	76
EXAMPLE 2. Recombining captions with their figures	77
EXAMPLE 3. Tagging incompletely tagged figures	78
EXAMPLE 4. Fixing improperly grouped columns	79
EXAMPLE 5. Fixing improperly grouped columns of varying widths	80
EXAMPLE 6. Tagging and fixing form fields and text labels	81
Fixing reading order problems	82
EXAMPLE 7. Fixing the reading order on a simple page	82
EXAMPLE 8. Fixing the reading order on a complex page	83
EXAMPLE 9. Changing the reading order to make a figure follow its reference	86
Adding alternate text to figures and descriptions to form fields	87
EXAMPLE 10. Adding alternate text to figures	87
EXAMPLE 11. Adding descriptions to form fields	88
Fixing basic table problems	89
EXAMPLE 12. Correcting an incorrectly tagged table	89
Starting over on a page	91
Finishing the Adobe PDF document for accessibility	91
Section 12: Adding other accessibility features	92
Other accessibility features in Acrobat	92
Setting the tab order	93
Adding bookmarks	93
Adding accessible links	94
Creating a link by using the Create Link command	95
Adding alternate text to links	95
Setting the document language	96
Setting security settings so they don’t interfere with screen readers	97
Adding a watermark to an Adobe PDF document	97
Finishing the Adobe PDF accessibility workflow	98
Going the extra mile for accessibility	98
Section 13: Fixing advanced accessibility problems	99
When to use the techniques in this section	100
How to read an Adobe PDF document’s tag tree	100
The tag tree hierarchy	100
Finding a tag and its corresponding content	102
Creating tags for links that you made active late in the workflow	103
Adding alternate text to links	104
Rearranging tags	105
Deleting tags	105
Adding new tags	106
Adding expansion text to abbreviated terms	107
Setting the language for specific paragraphs or words	108
Making tables accessible	109
Understanding the proper hierarchy of a table	109
The workflow for tagging tables	111
Checking and fixing the reading order of complex pages	111
Appendix: Standard tags for Adobe PDF documents	113
An extensible tags architecture	113
Block-level elements	113
Container elements	113
Heading and paragraph elements	114
Label and list elements	114
Special text elements	114
Table elements	114
Inline-level elements	115

Match case Limit results 1 per page

Section 3: The accessibility workflow

Six general steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Step 1: Start from the document you have . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Step 2: If the document is a form, add fillable, accessible form fields . . . . . . . . . . . . . . . . . . . . . . . . 14

Step 3: Tag the Adobe PDF document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Step 4: Evaluate the Adobe PDF document and repair common problems . . . . . . . . . . . . . . . . . . 14

Step 5: Add other accessibility features to the Adobe PDF document . . . . . . . . . . . . . . . . . . . . . . . 14

Step 6: As needed, edit the tag tree to fix advanced problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Section 4: Creating tagged Adobe PDF documents from word-processing

and desktop publishing applications

Options for converting to Adobe PDF from authoring applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Using Acrobat PDFMaker in non Adobe applications (Windows only) . . . . . . . . . . . . . . . . . . . . . . . 16

Using the Save As or Export command in Adobe applications (Mac OS and Windows) . . . . . . . 16

Using Adobe PDF Printer (Mac OS and Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Creating tagged Adobe PDF documents from Microsoft Office 2000 or later. . . . . . . . . . . . . . . . . . . . . . 17

Tips for improving the Adobe PDF tagging and document structure in

Microsoft Office documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Tips for making artwork accessible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Tips for making tables accessible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Tips for making large Excel tables (worksheets) accessible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Converting Microsoft Office documents to tagged Adobe PDF documents (Windows only) . 18

Converting Microsoft Office documents to Adobe PDF documents (Mac OS only) . . . . . . . . . . . 21

Creating tagged Adobe PDF documents from InDesign CS or later . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Planning ahead to minimize tagging rework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Using threads to affect the structure of Adobe PDF tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Using InDesign CS tags to improve accessibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Adding accessible text to graphics

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Converting InDesign CS documents to tagged Adobe PDF documents . . . . . . . . . . . . . . . . . . . . . 23

Creating tagged Adobe PDF documents from FrameMaker 7.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Adding alternate text to imported graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Converting FrameMaker documents to tagged Adobe PDF documents . . . . . . . . . . . . . . . . . . . . . 25

Creating tagged Adobe PDF documents from PageMaker 7.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Converting PageMaker documents to tagged Adobe PDF documents . . . . . . . . . . . . . . . . . . . . . . 26

Finishing the Adobe PDF document for accessibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Section 5: Converting scans to accessible Adobe PDF content

The three starting points for scans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Applying OCR to image-only Adobe PDF scans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Scanning a paper document to Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Converting TIFF or other image formats to Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Finishing the Adobe PDF document for accessibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31