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TouchUp Reading Order preferences

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ADOBE ACROBAT 7.0 64 Section 11: Repairing reading order and basic tagging problems TouchUp Reading Order preferences The Preferences dialog box (Edit > Preferences) has a TouchUp category that lets you select how Acrobat Professional analyzes the content on a page in order to generate the reading order that Acrobat displays when you use the TouchUp Reading Order tool. English-language text, for example, typically follows a left-to-right, top-to-bottom order. The default setting is Left To Right, Top To Bottom. You can change this setting to accommodate certain types of documents or languages. The touchup workflow-an orderly approach to repairing reading order and tags The power of the TouchUp Reading Order tool is easy to manage if you approach the touchup process systematically. Start by opening the TouchUp Reading Order dialog box, selecting all the options to show content on a page, and opening the Order tab. Close the TouchUp Reading Order dialog box, and then go page by page through the document, looking at all the highlighted regions for each page. Get a quick feel for the overall reading order of the numbered regions. Note any reading order and accessibility problems, such as figures that have been inappropriately combined with text, tables that aren't marked as tables, and figures that are missing alternate text. You may also want to have the results of the most recent accessibility Full Check open to guide your inspection and repairs. Note: The task of repairing tables is discussed later in this section, so you may want to turn off Show Table Cells for now, to keep them from interfering with your basic repair work. Once you're ready to start repairs, follow these general steps: Step 1. Fix highlighted regions. Remove nonessential elements (for example, running heads, background graphics, and text-as-graphics) from the reading order. Repair improperly grouped text runs, such as captions that are separated from their figures and columns that are incorrectly combined. If the document is a form, make sure that each form field and its label are combined into their own highlighted region. Be aware that highlighted regions, because they are always rectangular, may not precisely cover the content that you want (as in text runs that are Lshaped, columns that have inset text blocks, or text that runs diagonally). Overlapping highlighted regions do not necessarily indicate a reading order problem. Step 2. Check the reading order of the remaining highlighted regions. Follow the sequence of numbering to verify that the content makes sense when you read the text in the order in which the regions are numbered. Use the Order tab to change the reading order as needed. Step 3. Add alternate text. Add alternate text to figures. If the document is a form, also add descriptive text to the form fields. Step 4. Fix basic table problems. Tasks here include tagging tables that are not identified as tables and tagging cells that have been improperly merged or split. Step 5. Test as you go. Use Reflow view to check the reading order of more complex pages. Repeat steps 1 through 4 until the content reads in the proper order. (Fixing some reading order problems may require that you rearrange elements in the tag tree by using the techniques in "Section 13: Fixing advanced accessibility problems" on page 92.) Step 6. Run an accessibility Full Check. Full Check can highlight figures and form fields that still lack alternate text, and it may uncover other accessibility problems that you can repair by using the techniques in "Section 12: Adding other accessibility features" on page 85. The rest of this section describes the four basic techniques that you need to know when you use the TouchUp Reading Order tool, and shows how to fix common problems that you may encounter in this phase of the Adobe PDF accessibility workflow.

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

ADOBE ACROBAT 7.0

Section 11: Repairing reading order and basic tagging problems

TouchUp Reading Order preferences

The Preferences dialog box (Edit > Preferences) has a TouchUp category that lets you select how Acrobat Professional

analyzes the content on a page in order to generate the reading order that Acrobat displays when you use the

TouchUp Reading Order tool. English-language text, for example, typically follows a left-to-right, top-to-bottom

order. The default setting is Left To Right, Top To Bottom. You can change this setting to accommodate certain types

of documents or languages.

The touchup workflow—an orderly approach to repairing reading order

and tags

The power of the TouchUp Reading Order tool is easy to manage if you approach the touchup process systematically.

Start by opening the TouchUp Reading Order dialog box, selecting all the options to show content on a page, and

opening the Order tab. Close the TouchUp Reading Order dialog box, and then go page by page through the

document, looking at all the highlighted regions for each page. Get a quick feel for the overall reading order of the

numbered regions. Note any reading order and accessibility problems, such as figures that have been inappropriately

combined with text, tables that aren’t marked as tables, and figures that are missing alternate text. You may also want

to have the results of the most recent accessibility Full Check open to guide your inspection and repairs.

Note:

The task of repairing tables is discussed later in this section, so you may want to turn off Show Table Cells for now,

to keep them from interfering with your basic repair work.

Once you’re ready to start repairs, follow these general steps:

Step 1. Fix highlighted regions.

Remove nonessential elements (for example, running heads, background graphics,

and text-as-graphics) from the reading order. Repair improperly grouped text runs, such as captions that are

separated from their figures and columns that are incorrectly combined. If the document is a form, make sure that

each form field and its label are combined into their own highlighted region. Be aware that highlighted regions,

because they are always rectangular, may not precisely cover the content that you want (as in text runs that are L-

shaped, columns that have inset text blocks, or text that runs diagonally). Overlapping highlighted regions do not

necessarily indicate a reading order problem.

Step 2. Check the reading order of the remaining highlighted regions.

Follow the sequence of numbering to

verify that the content makes sense when you read the text in the order in which the regions are numbered. Use the

Order tab to change the reading order as needed.

Step 3. Add alternate text.

Add alternate text to figures. If the document is a form, also add descriptive text to the

form fields.

Step 4. Fix basic table problems.

Tasks here include tagging tables that are not identified as tables and tagging cells

that have been improperly merged or split.

Step 5. Test as you go.

Use Reflow view to check the reading order of more complex pages. Repeat steps 1 through

4 until the content reads in the proper order. (Fixing some reading order problems may require that you rearrange

elements in the tag tree by using the techniques in “Section 13: Fixing advanced accessibility problems” on page 92.)

Step 6. Run an accessibility Full Check.

Full Check can highlight figures and form fields that still lack alternate text,

and it may uncover other accessibility problems that you can repair by using the techniques in “Section 12: Adding

other accessibility features” on page 85.

The rest of this section describes the four basic techniques that you need to know when you use the TouchUp Reading

Order tool, and shows how to fix common problems that you may encounter in this phase of the Adobe PDF acces-

sibility workflow.