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Two Workflows for Creating Accessible PDF Files - acrobat

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Contents Contents i Introduction 1 PDF Accessibility 1 Each PDF File is Different 1 Two Workflows for Creating Accessible PDF Files 1 Making an Existing PDF File Accessible 1 Generating Accessible PDF Files from Authoring Applications 2 Characteristics of Accessible PDF files 2 Searchable text 2 Fonts that allow characters to be extracted to text 2 Interactive form fields 2 Other Features: Buttons, hyperlinks, and navigational aids 2 Document language 3 Security that will not interfere with assistive technology 3 Document structure tags and proper read order 3 Alternative text descriptions 3 Adobe Acrobat and Adobe Reader Accessibility Features 3 Features for Accessible Reading of PDFs 3 Features for Creating Accessible PDFs 3 Acrobat 9 Pro PDF Accessibility Repair Workflow 5

Section	Page
Adobe® Acrobat® 9 Pro Accessibility Guide: Best Practices for Accessibility	1
Contents	3
Contents i	3
Introduction 1	3
PDF Accessibility 1	3
Each PDF File is Different 1	3
Two Workflows for Creating Accessible PDF Files 1	3
Making an Existing PDF File Accessible 1	3
Generating Accessible PDF Files from Authoring Applications 2	3
Characteristics of Accessible PDF files 2	3
Searchable text 2	3
Fonts that allow characters to be extracted to text 2	3
Interactive form fields 2	3
Other Features: Buttons, hyperlinks, and navigational aids 2	3
Document language 3	3
Security that will not interfere with assistive technology 3	3
Document structure tags and proper read order 3	3
Alternative text descriptions 3	3
Adobe Acrobat and Adobe Reader Accessibility Features 3	3
Features for Accessible Reading of PDFs 3	3
Features for Creating Accessible PDFs 3	3
Acrobat 9 Pro PDF Accessibility Repair Workflow 5	3
PDF Accessibility Workflow Summary 5	4
Step 1: Analyze the PDF File 5	4
Step 2: Determine if the PDF is a Scanned Document 5	4
How to Tell if a PDF File is a Scanned Document 6	4
What to Do if the PDF is a Scanned Document 7	4
What to Do if the PDF is Not a Scanned Document 8	4
Step 3: Add Interactive Features: Form Fields and Buttons 8	4
PDF Form Fields 9	4
Use Acrobat to Detect and Create Interactive Form Fields 9	4
Acrobat Form Wizard 9	4
Enter Forms Editing Mode Directly 10	4
Create Form Fields Manually 10	4
Forms Editing Mode 11	4
Creating a New Form Field 11	4
Form Field Properties 12	4
Tooltips for Form Fields 12	4
Tooltips for Radio Buttons 13	4
Editing or Modifying an Existing Form Field 14	4
Deleting a Form Field 14	4
Buttons 15	4
Set the Tab Order 15	4
Step 4: Add Other Accessibility Features 16	4
Document Language 16	4
Set Security That Permits Accessibility 17	4
Create Accessible Links 19	4
Add Bookmarks 19	4
Step 5: Determine if the PDF File is a Tagged PDF File 20	5
How to Tell if a PDF File is Tagged 20	5
What to do if the PDF File is Not Tagged 22	5
About the Add Tags Report 22	5
What to do if the PDF File is Tagged 23	5
Step 6: Determine if the PDF File is Properly Tagged 23	5
TouchUp Reading Order Tool (TURO) 23	5
Selecting the TouchUp Reading Order Tool 24	5
TouchUp Reading Order Tool Options 25	5
Tips for using the TouchUp Reading Order tool 26	5
Checking Read Order with the Touch Up Read Order Tool 26	5
Check reading order with the TouchUp Reading Order tool 27	5
Change the reading order by dragging on the page 27	5
Change the reading order using the Order panel 27	5
Editing Tags with the TouchUp Reading Order Tool 28	5
Tag a region 28	5
Change the tag for a region 28	5
Add or remove content from a tagged region 28	5
Split a region into two regions 28	5
Apply a heading tag 29	5
Remove page elements from the tag structure 29	5
Apply a figure tag 29	5
Using TouchUp Reading Order to Check and Correct Figure Tags 29	5
Adding Alternate Text with the TouchUp Reading Order Tool 30	5
Using the TouchUp Reading Order Tool Table Editor 31	5
Add a Table Summary 31	5
Place the Table in Editing Mode 31	5
Remove or replace document structure tags 35	5
Replace the existing tag structure 35	6
Remove all tags from a PDF 35	6
Complex Structures 35	6
Content Panel 35	6
Content Tab Options 37	6
Order Panel 37	6
Tags Panel 38	6
Edit tags with the Tags Panel 39	6
Edit a tag title 40	6
Move a tag 40	6
Change the element type 40	6
Tags tab options 40	6
Add alternate text and supplementary information to tags 41	6
Add alternate text to links 42	6
Add alternate text for a figure 42	6
Add alternate text for an abbreviated term 42	6
Create a new child tag 43	6
Add tags to comments 43	6
Correct table tags with the Tags tab 43	6
Check table elements 43	6
Set ColSpan and RowSpan attributes 44	6
Step 7: Use the Accessibility Checker to Evaluate the PDF File 44	6
Quick Check 44	6
Quick Check Results 44	6
Full Check 45	6
Accessibility Full Check Options 46	6
Continue Checking Until All Issues are Addressed 47	6
Additional Validation Techniques 47	6
Creating Accessible PDF Files Using Authoring Applications 49	7
Introduction 49	7
Create an Accessible Microsoft Word Document 49	7
Use Styles 49	7
Text 49	7
Headings 50	7
Word 2003 Headings 50	7
Word 2007 Headings 50	7
Add Alternative Text to Word Graphics and Images 51	7
Word 2003 51	7
Word 2007 51	7
Configure the PDFMaker 52	7
Show or activate PDFMaker in Microsoft Word 53	7
For Office 2003 or earlier, 53	7
For Office 2007 53	7
View PDFMaker conversion settings 53	7
Settings Tab 54	7
Security Tab 56	7
Word Tab 57	7
Bookmarks Tab (Microsoft Word) 58	7
Video Tab (Microsoft Word and PowerPoint) 59	7
Settings for Other Microsoft Office Applications 60	7
Excel-specific options on the Settings tab 60	7
PowerPoint-specific options on the Settings tab 60	7
Convert the Word Document to Accessible PDF 61	7
Microsoft Office 2003 61	7
Microsoft Office 2007 61	8
If the Word Document is a Form 62	8
Check the PDF Version of the Document Using Acrobat 62	8
Changes to the Conversion Settings 63	8
Repairs You Should Make in the Source File 63	8
Repairs You Should Make in the PDF File 63	8
Document Language 63	8
Tab Order is Consistent with Structure Order 63	8
Establish Table Headings for Tables 63	8
Introduction	9
PDF Accessibility	9
Each PDF File is Different	9
Two Workflows for Creating Accessible PDF Files	9
Making an Existing PDF File Accessible	9
Generating Accessible PDF Files from Authoring Applications	10
Characteristics of Accessible PDF files	10
Searchable text	10
Fonts that allow characters to be extracted to text	10
Interactive form fields	10
Other Features: Buttons, hyperlinks, and navigational aids	10
Document language	11
Security that will not interfere with assistive technology	11
Document structure tags and proper read order	11
Alternative text descriptions	11
Adobe Acrobat and Adobe Reader Accessibility Features	11
Features for Accessible Reading of PDFs	11
Features for Creating Accessible PDFs	11
Acrobat 9 Pro PDF Accessibility Repair Workflow	13
PDF Accessibility Workflow Summary	13
Step 1: Analyze the PDF File	13
Step 2: Determine if the PDF is a Scanned Document	13
How to Tell if a PDF File is a Scanned Document	14
What to Do if the PDF is a Scanned Document	15
What to Do if the PDF is Not a Scanned Document	16
Step 3: Add Interactive Features: Form Fields and Buttons	16
PDF Form Fields	17
Use Acrobat to Detect and Create Interactive Form Fields	17
Acrobat Form Wizard	17
Enter Forms Editing Mode Directly	18
Create Form Fields Manually	18
Forms Editing Mode	19
Creating a New Form Field	19
Form Field Properties	20
Tooltips for Form Fields	20
Tooltips for Radio Buttons	21
Editing or Modifying an Existing Form Field	22
Deleting a Form Field	22
Buttons	23
Set the Tab Order	23
Step 4: Add Other Accessibility Features	24
Document Language	24
Set Security That Permits Accessibility	25
Create Accessible Links	27
Add Bookmarks	27
Step 5: Determine if the PDF File is a Tagged PDF File	28
How to Tell if a PDF File is Tagged	28
What to do if the PDF File is Not Tagged	30
About the Add Tags Report	30
What to do if the PDF File is Tagged	31
Step 6: Determine if the PDF File is Properly Tagged	31
TouchUp Reading Order Tool (TURO)	31
Selecting the TouchUp Reading Order Tool	32
TouchUp Reading Order Tool Options	33
Tips for using the TouchUp Reading Order tool	34
Checking Read Order with the Touch Up Read Order Tool	34
Check reading order with the TouchUp Reading Order tool	35
Change the reading order by dragging on the page	35
Change the reading order using the Order panel	35
Editing Tags with the TouchUp Reading Order Tool	36
Tag a region	36
Change the tag for a region	36
Add or remove content from a tagged region	36
Split a region into two regions	36
Apply a heading tag	37
Remove page elements from the tag structure	37
Apply a figure tag	37
Using TouchUp Reading Order to Check and Correct Figure Tags	37
Adding Alternate Text with the TouchUp Reading Order Tool	38
Using the TouchUp Reading Order Tool Table Editor	39
Add a Table Summary	39
Place the Table in Editing Mode	39
Remove or replace document structure tags	43
Replace the existing tag structure	43
Remove all tags from a PDF	43
Complex Structures	43
Content Panel	43
Content Tab Options	45
Order Panel	45
Tags Panel	46
Edit tags with the Tags Panel	47
Edit a tag title	48
Move a tag	48
Change the element type	48
Tags tab options	48
Add alternate text and supplementary information to tags	49
Add alternate text to links	50
Add alternate text for a figure	50
Add alternate text for an abbreviated term	50
Create a new child tag	51
Add tags to comments	51
Correct table tags with the Tags tab	51
Check table elements	51
Set ColSpan and RowSpan attributes	52
Step 7: Use the Accessibility Checker to Evaluate the PDF File	52
Quick Check	52
Quick Check Results	52
Full Check	53
Accessibility Full Check Options	54
Continue Checking Until All Issues are Addressed	55
Additional Validation Techniques	55
Creating Accessible PDF Files Using Authoring Applications	57
Introduction	57
Create an Accessible Microsoft Word Document	57
Use Styles	57
Text	57
Headings	58
Word 2003 Headings	58
Word 2007 Headings	58
Add Alternative Text to Word Graphics and Images	59
Word 2003	59
Word 2007	59
Configure the PDFMaker	60
Show or activate PDFMaker in Microsoft Word	61
For Office 2003 or earlier,	61
For Office 2007	61
View PDFMaker conversion settings	61
Settings Tab	62
Security Tab	64
Word Tab	65
Bookmarks Tab (Microsoft Word)	66
Video Tab (Microsoft Word and PowerPoint)	67
Settings for Other Microsoft Office Applications	68
Excel-specific options on the Settings tab	68
PowerPoint-specific options on the Settings tab	68
Convert the Word Document to Accessible PDF	69
Microsoft Office 2003	69
Microsoft Office 2007	69
If the Word Document is a Form	70
Check the PDF Version of the Document Using Acrobat	70
Changes to the Conversion Settings	71
Repairs You Should Make in the Source File	71
Repairs You Should Make in the PDF File	71
Document Language	71
Tab Order is Consistent with Structure Order	71