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Making existing PDFs accessible, Add tags to an existing PDF, About the Add Tags Report

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ADOBE ACROBAT 3D VERSION 8 305 User Guide Making existing PDFs accessible Add tags to an existing PDF Creating a tagged document directly from an authoring application is the best way to make PDFs accessible. However, if a PDF was created without tags, you can add them using Add Tags To Document. 1 Open the PDF. 2 Choose Advanced > Accessibility > Add Tags To Document. After the process is complete, the PDF is tagged and-if any potential problems were encountered-the Add Tags Report appears in the navigation pane. Note: The Add Tags To Document command removes any tags that were in the document before the command was run. About the Add Tags Report If Acrobat encounters potential problems while running the Adds Tags To Document command, the Add Tags Report opens in the navigation pane. The report lists potential problems by page, provides a navigational link to each problem, and offers suggestions for fixing them. You should assess the context of an error before following a particular suggestion for fixing it. For example, the report might state that an element that has been tagged as a figure requires alternate text to make it accessible. When you examine the figure in its context on the page, you may decide that the figure is a background design element, not an illustration that conveys valuable meaning to the user. In the case of a nonessential image, you would change the Figure tag to a Background tag; in the case of an image intended to convey meaning to the reader, you would add the missing alternate text. Note: The Add Tags Report highlights tagging-related problems only, and it is a temporary file that you cannot save. You can assess other tagging, reading order, and accessibility problems by using Full Check. See also "Check accessibility with Full Check" on page 291 TouchUp Reading Order tool overview The TouchUp Reading Order tool provides the easiest and quickest way to fix reading order and basic tagging problems. When you select the TouchUp Reading Order tool, a dialog box opens that lets you see overlay highlights that show the order of page content. Each highlighted region is numbered and highlighted with gray or colored blocks; the number indicates the region's placement in the page's reading order. After you check the reading order of the page, you can correct other, more subtle tagging issues as needed. The TouchUp Reading Order tool is intended for repairing PDFs that were tagged using Acrobat, not for repairing PDFs that were tagged during conversion from an authoring application. Whenever possible, you should return to the source file and add accessibility features in the authoring application. Repairing the original file ensures that you don't have to repeatedly touch up future iterations of the PDF in Acrobat. You use the TouchUp Reading Order tool to perform the following accessibility tasks: • Visually check, and then repair, the reading order of page content • Tag fillable form fields and their labels • Add alternate text to figures and descriptions to form fields

Section	Page
Contents	3
Chapter 1: Before you begin	8
Installation	8
Requirements	8
Install the software	8
Activate the software	8
Register	8
Read Me	8
Using Adobe Help	9
Adobe Help resources	9
Using Help in the product	10
Resources	11
Adobe Video Workshop	11
Acrobat videos	12
Extras	13
Adobe Design Center	14
Adobe Developer Center	15
Customer support	15
Downloads	15
Adobe Labs	15
User communities	16
What’s new	16
Chapter 2: Workspace	20
Quickstart	20
Customize the work area	20
Move a toolbar	20
Add tools and toolbars	20
Change the look of a tool or object	21
Change viewing mode	21
View PDFs in a package	21
View attachments	21
Reduce PDF file size	22
Locate PDFs in the Organizer	22
Work area basics	22
View the work area	22
Opening PDFs	24
Select another tool	24
Document message bar	25
Navigation areas for PDF packages	25
Start in the Getting Started window	26
Customizing the work area	26
Displaying menus	26
About toolbars	27
Display and arrange toolbars	27
About the Properties toolbar	29
Show and hide toolbar elements	29
Review properties for tools and objects	29
Show or hide the navigation pane	30
Adjust navigation panels	30
Options in a navigation panel	31
Viewing PDF pages	31
Open a PDF	31
Opening pages in a PDF	32
Page through a document	33
View, sort, and search components in a PDF package	34
Automatically scroll through a document	35
Retrace your viewing path	36
Change the PDF/A viewing mode	36
Navigate with links	36
PDFs with file attachments	37
Open or close reading mode	37
View PDFs in Full Screen mode	37
Viewing PDFs in a web browser	38
Read articles	39
Preferences for viewing PDFs	40
Playing movies and sounds	44
Play movies and sounds	44
Multimedia preferences	44
Multimedia Trust preferences	44
Adjusting PDF views	45
Adjust page magnification	45
Set the page layout and orientation	48
Use split-window view	49
View a document in multiple windows	49
Display off-screen areas of a magnified page	50
Display PDFs in Line Weights view	50
Grids, guides, and measurements	50
About grids, rulers, and measurement tools	50
View grids	50
Create ruler guides	51
Measure the height, width, or area of objects	51
View the Info panel	53
Saving PDFs	53
About saving PDFs	53
Save a copy of a PDF	53
Save comments, form field entries, and digital signatures	53
Save document changes	54
About the Autosave feature	54
Recover lost changes	54
Reduce file size by saving	55
Organizer	55
Organizer window overview	55
Adjust the Organizer window	57
Organize PDF collections	58
Organize PDFs with the Favorite Places category	59
Expand views in the Categories pane	59
Start a task from the Organizer files pane	59
Erase the history of opened PDFs	60
Maintaining the software	60
About the updating process	60
Update the software	60
Change updating preferences	60
About Speed Launcher (Windows)	60
Adobe Digital Editions	61
Non-English languages	61
Asian language PDFs	61
Cyrillic, Central European, and Eastern European language PDFs	61
Hebrew, Arabic, Thai, and Vietnamese language PDFs	61
Enable right-to-left languages	62
Chapter 3: Creating PDFs	63
Quickstart	63
Create from a file	63
Create from a paper document	63
Create from a web page	63
Create from scratch	64
Create from Word	64
Create from Outlook (Windows)	64
Automatically archive email (Windows)	65
Create from Lotus Notes (Windows)	65
Create from Internet Explorer (Windows)	65
Create using Adobe PDF printer	65
Overview of creating PDFs	66
What’s the best way to create a PDF?	66
PDF creation methods by file type	66
Balancing PDF file size and quality	68
Creating simple PDFs with Acrobat	69
Convert a file to PDF	69
Drag and drop to create PDFs	69
Convert clipboard images to PDF	70
Create a PDF from a blank page	70
Scan a paper document to PDF	71
Scanning tips	74
Recognize text in scanned documents	75
Correct OCR text in PDFs	76
Enable Fast Web View in a PDF	76
Using the Adobe PDF printer	77
Create PDFs by printing to file	77
Adobe PDF printing preferences (Windows)	78
Set Adobe PDF printer properties (Windows)	79
Configure the Adobe PDF printer (Mac OS)	80
Create and use a custom page size	80
Creating PDFs with PDFMaker	81
About Acrobat PDFMaker	81
Use PDFMaker to convert a file to PDF (Windows)	81
Use PDFMaker to convert a file to PDF (Mac OS)	83
View PDFMaker conversion settings	83
Application-specific features of PDFMaker	85
Convert email messages to PDFs (Windows)	85
Migrating old Outlook PDF archives to PDF packages (Windows)	87
Migrate old Outlook PDF archives to PDF packages (Windows)	87
Set up automatic email archiving (Windows)	87
Create PDFs from Word mail merges	88
PDFs from Microsoft Project, Publisher, and Access (Windows)	89
Convert Visio files to PDF (Windows)	89
Convert AutoCAD files to PDF (Windows)	90
Application-specific PDFMaker settings	92
Settings for a single conversion for Office 2007 applications	95
Converting web pages to PDF	95
Web pages and PDFs	95
Convert web pages to PDF in Internet Explorer (Windows)	96
Manage PDFs in Internet Explorer (Windows)	97
Convert web pages to PDF in Acrobat	98
Change Acrobat web page conversion options	100
Web Page Conversion options in Acrobat	100
Web Capture preferences in Acrobat	102
Creating PDFs with Acrobat Distiller	103
Acrobat Distiller overview	103
Manage the conversion queue	103
Distiller preferences	104
Guidelines for creating PostScript files	105
About watched folders	105
Set watched folders	106
Adobe PDF conversion settings	106
Choose an Adobe PDF preset for converting files	106
Adobe PDF presets	107
Customize Adobe PDF settings	108
Adobe PDF settings	109
PDF compatibility levels	116
Share custom PDF settings	117
Compressing and downsampling images	118
Compression methods	118
Fonts	120
Font embedding and substitution	120
Accessing and embedding fonts using Distiller	120
Preview PDFs without local fonts	121
Add more folders to Distiller font searches	121
Find PostScript font names	122
Chapter 4: Combining PDF content	123
Quickstart	123
Create a PDF from multiple files	123
Assemble PDFs in a package	123
Modify a list of files to combine	123
Add headers and footers	124
Add a watermark	124
Add a background	124
Rotate pages	125
Delete pages	125
Replace pages	125
Renumber pages	126
Combining files into PDFs	126
Combining different types of files	126
About PDF packages	126
Create merged PDFs and PDF packages	128
Add custom cover sheets to PDF packages	129
Extract component files in a PDF package	130
Edit a PDF package	130
Insert one PDF into another	131
Placing PDFs as linked files in other documents	132
Adding unifying page elements	132
Add and edit headers and footers	132
Add a Bates numbering header or footer	135
Add and edit backgrounds	136
Add and edit watermarks	138
Crop pages	140
Rearranging pages in a PDF	142
Rotate a page	142
Extract pages in a PDF	142
Move or copy a page	143
Delete or replace a page	143
Renumber pages	145
Chapter 5: Exporting PDFs	147
Quickstart	147
Export as Word	147
Export as HTML or XML	147
Export as text	147
Select and copy text	148
Select and copy an image	148
Take a snapshot of a page	148
Exporting PDFs to other file formats	149
Export PDFs	149
File format options	149
Export PDFs as text	152
Export images to another format	153
Reusing PDF content	153
Select and copy text	153
Copy tables and charts	155
Copy images	155
Take a snapshot of a page	156
Chapter 6: Review and comment	157
Quickstart	157
Start an email review	157
Start a shared review	157
Invite additional reviewers	158
Track and manage reviews	158
Start a meeting	158
Participate in an email review	158
Participate in a shared review	159
Add a sticky note	159
Mark up text with edits	159
Create drawing markups	160
Preparing for a PDF review	160
Choosing a review type	160
Enable commenting for Adobe Reader users	162
Select an email application for reviews	163
Specify a server for comments	163
Starting and managing a review	164
Start a shared review	164
Start an email-based review	165
Start a browser-based review	166
Invite additional reviewers	167
Send a message	167
Meetings	167
Start a meeting	167
Attend a meeting	168
Acrobat Connect preferences	168
Participating in a PDF review	168
Review a PDF	168
Check for newly published comments	170
Send comments in email	171
Publish comments from other reviewers	171
Rejoin a review	172
Tracking PDF reviews	172
Review Tracker overview	172
Track reviewed PDFs	173
Save the PDF with comments	173
Check server status	174
Update your profile	174
Subscribe to web broadcast services	175
Commenting	175
Commenting and markup tools overview	175
Commenting preferences	177
Change the look of your comments	178
Add a sticky note	179
Mark up text with edits	180
Highlight, cross out, or underline text	181
Stamp a document	182
Create a custom stamp	183
Add a line, arrow, or shape	184
Group and ungroup markups	184
Add comments in a text box or callout	185
Add an audio comment	186
Add comments in a file attachment	187
Paste images as comments	187
Managing comments	188
View comments	188
Reply to comments	189
Set a status or check mark	191
Print a comment summary	191
Find a comment	192
Delete comments	192
Spell-check comments	193
Importing and exporting comments	194
Import Comments	194
Export comments	195
Compare a revised PDF to an earlier version	195
Export comments to Word (Windows)	196
Import comments to a revised PDF	197
Export comments to AutoCAD (Windows)	197
Approval workflows	198
About approval workflows	198
Send a PDF for approval	199
Participate in an approval workflow	199
Chapter 7: Forms	202
Quickstart	202
Fill in a form with fields	202
Type on a form without fields	202
Return a filled-in form	202
Create a form	203
Edit a form	203
Distribute a form	203
Track and manage forms	204
Compile data received by email	204
Review form responses	204
Export form data to a spreadsheet	205
Forms basics	205
What are PDF forms?	205
Viewing a PDF form	205
Types of PDF forms	206
Printing and saving PDF forms	206
About security for PDF forms	206
Forms preferences	206
Filling in PDF forms	208
Fill in and clear a form	208
Change the Auto-Complete options	209
Adding lengthy entries in forms	210
Filling in forms with barcodes	210
Search a form	210
Spell-check form entries	210
Import form data	211
Commenting on forms	212
Submitting forms	212
Exporting and emailing forms	212
Export form data to a file	212
Email a form using your email application	212
Email a form using a web service	213
Submit a PDF form at a later time	213
Planning a PDF form	213
Options for creating PDF forms	213
Using Acrobat versus LiveCycle Designer (Windows)	214
Decisions based on form content	215
Decisions about the form’s work cycle	216
Choosing form elements	216
Barcode workflow	217
Design tips for barcodes	217
Form elements in Acrobat	218
Creating and editing forms	219
Creating new forms	219
About the Create New Forms wizard	220
Enable Reader users to save form data	220
Creating secure PDF forms	220
Make Adobe PDF forms accessible (Acrobat)	220
Adding JavaScript to forms	221
Laying out new form fields	221
Create form fields in Acrobat	221
Lay out Acrobat form fields on a grid	222
Copy an Acrobat form field	223
Select multiple form fields in Acrobat	224
Resize and arrange form fields in Acrobat	224
Create, test, and edit barcode fields	226
Set form-field tabbing order in Acrobat	228
Form fields behaviors	229
About Acrobat form field properties	229
Modify form field properties in Acrobat	229
General tab for form field properties	230
Appearance tab for form field properties	230
Options tab for form field properties	231
Actions tab for form field properties	233
Calculate tab for form field properties	234
Set the calculation order of form fields	234
Signed tab for form field properties	234
Format tab for form field properties	235
Validation tab for form field properties	237
Value tab for form field properties	237
Manage custom barcode settings	237
Redefine form field property defaults	238
Setting action buttons in Acrobat	239
About buttons	239
Add a button to an Acrobat PDF form	239
Add a submit button	240
Edit a button in Acrobat	240
Specify Acrobat button display properties	241
Scale and position buttons in Acrobat	241
Hide an Acrobat button except during rollover	242
Distributing forms	243
Distribute a form by email	243
Send secure forms	244
Publishing interactive web forms	244
About web forms	244
Add submit functionality	245
Add a Reset Form button (in Acrobat)	246
Add an Import Data button (in Acrobat)	246
CGI export values	247
Collecting and managing form data	247
About data set files	247
Add completed form data to a data set file	247
Compile form data	247
Add records to an existing data set	248
Export records from a PDF data set	248
Manage form data files	248
About Forms Tracker	249
Search for forms	250
Chapter 8: Security	251
Quickstart	251
Check security restrictions	251
Examine a PDF for hidden content	251
Redact sensitive content	251
Register a digital ID	252
Create a self-signed digital ID	252
Share your certificate	253
Add a document password	253
Prevent changes to a PDF	253
Create secure attachments	253
Opening restricted documents	254
Open secured PDFs	254
Restrict URLs and attachments in PDFs	254
Removing sensitive content	255
Preparing PDFs for distribution	255
Examine a PDF for hidden content	255
Redact sensitive content	256
Search and redact words	257
Change the look of redaction markers	258
Create and edit redaction codes	272
Encrypt a PDF and create a recipient list	273
Change or remove encryption from a PDF	274
Create secure attachments	275
Security policies	276
About security policies	276
How organizational policies are authenticated	276
Adobe LiveCycle Policy Server	277
Create a user security policy	278
Manage security policies	279
Secure PDFs using policies	280
Revoke a policy-protected PDF	280
Chapter 9: Digital signatures	281
Quickstart	281
Create a signature appearance	281
Sign a PDF	281
Certify a PDF	281
Validate signatures	282
Digital signatures	282
About digital signatures	282
Create the signature appearance	283
Customizing signature properties using seed values	284
Add a timestamp to signatures	284
About graphics tablet signatures	285
Signing PDFs	285
Before you sign a PDF	285
Sign a PDF	286
Sign in Preview Document mode	287
Before you certify a PDF	288
Certify a PDF	288
Clear or remove a digital signature	289
Validating signatures	289
Checking the validity of a signature	289
What makes a digital signature invalid?	290
Validate a signature manually	290
Set signature verification preferences	291
Signatures panel overview	291
Validate a timestamp certificate	292
View previous versions of a signed document	293
Compare versions of a signed document	293
Chapter 10: Accessibility, tags, and reflow	294
Accessibility features	294
About accessibility features	294
About accessible PDFs	295
About tags, accessibility, reading order, and reflow	296
Checking the accessibility of PDFs	297
About accessibility checkers	297
Check accessibility with Quick Check	297
Check accessibility with Full Check	298
View Full Check results	299
Reading PDFs with reflow and accessibility features	300
Setting accessibility preferences	300
Navigate and control the application with the keyboard	303
Scroll automatically	303
Save as accessible text for a braille printer	304
Reflow a PDF	304
Reading a PDF with a screen reader	305
Read a PDF with Read Out Loud	305
About operating system accessibility tools	306
Creating accessible PDFs	306
Workflow for creating accessible PDFs	306
Create a tagged PDF from a web page	308
Creating a tagged PDF from an authoring application	309
About tags in combined PDFs	309
About tools for creating accessible PDF forms	310
Workflow for creating accessible PDF forms	311
Making existing PDFs accessible	312
Add tags to an existing PDF	312
About the Add Tags Report	312

Match case Limit results 1 per page

305

ADOBE ACROBAT 3D VERSION 8

User Guide

Making existing PDFs accessible

Add tags to an existing PDF

Creating a tagged document directly from an authoring application is the best way to make PDFs accessible.² ²

However, if a PDF was created without tags, you can add them using Add Tags To Document.² ²

Open the PDF.² ²

Choose Advanced > Accessibility > Add Tags To Document.² ²

After the process is complete, the PDF is tagged and—if any potential problems were encountered—the Add Tags² ²

Report appears in the navigation pane.² ²

Note:

The Add Tags To

Document command removes any tags that were in the document before the command was run.

About the Add Tags Report

If Acrobat encounters potential problems while running the Adds Tags To Document command, the Add Tags

Report opens in the navigation pane. The

report lists potential problems by page, provides a navigational link to each

problem, and offers suggestions for fixing them.

You should assess the context of an error before following a particular suggestion for fixing it. For example, the report

might state that an element that has been tagged as a figure requires alternate text to make it accessible. When you

examine the figure in its context on the page, you may decide that the figure is a background design element, not an

illustration that conveys valuable meaning to the user. In the case of a nonessential image, you would change the

Figure tag to a Background tag; in the case of an image intended to convey meaning to the reader, you would add the

missing alternate text.

Note:

The Add Tags Report highlights tagging-related problems only, and it is a temporary file that you cannot save. You

can assess other tagging, reading order, and accessibility problems by using Full Check.