| 36 | <a name=0></a><div style="page-break-before:always; page-break-after:always"><div><br /></div><div><p>Adobe® Acrobat® 9 Pro Accessibility Guide: <br />Best Practices for Accessibility</p><br /><br /></div><div><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><br /></div><div><p>Adobe, the Adobe logo, Acrobat, Acrobat Connect, the Adobe PDF logo, Creative Suite, LiveCycle, and Reader are either registered trade-<br />marks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. AutoCAD is either a registered trade-<br />mark or a trademark of Autodesk, Inc., in the USA and/or other countries. GeoTrust is a registered trademark of GeoTrust, Inc. Microsoft <br />and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All <br />other trademarks are the property of their respective owners. <br /></p><br /><p>© 2008 Adobe Systems Incorporated. All rights reserved.</p><br /><br /></div><div><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><br /></div><div><p>Contents<br /></p><br /><p>Contents i<br /></p><br /><p>Introduction 1<br /></p><br /><p>PDF Accessibility 1<br /></p><br /><p>Each PDF File is Different 1<br /></p><br /><p>Two Workflows for Creating Accessible PDF Files 1<br /></p><br /><p>Making an Existing PDF File Accessible 1<br /></p><br /><p>Generating Accessible PDF Files from Authoring Applications 2<br /></p><br /><p>Characteristics of Accessible PDF files 2<br /></p><br /><p>Searchable text 2<br /></p><br /><p>Fonts that allow characters to be extracted to text 2<br /></p><br /><p>Interactive form fields 2<br /></p><br /><p>Other Features: Buttons, hyperlinks, and navigational aids 2<br /></p><br /><p>Document language 3<br /></p><br /><p>Security that will not interfere with assistive technology 3<br /></p><br /><p>Document structure tags and proper read order 3<br /></p><br /><p>Alternative text descriptions 3<br /></p><br /><p>Adobe Acrobat and Adobe Reader Accessibility Features 3<br /></p><br /><p>Features for Accessible Reading of PDFs 3<br /></p><br /><p>Features for Creating Accessible PDFs 3<br /></p><br /><p>Acrobat 9 Pro PDF Accessibility Repair Workflow 5</p><br /><br /></div><div><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Contentsii |</p><br /><br /></div><div><br />PDF Accessibility Workflow Summary 5<br /></p><br /><p>Step 1: Analyze the PDF File 5<br /></p><br /><p>Step 2: Determine if the PDF is a Scanned Document 5<br /></p><br /><p>How to Tell if a PDF File is a Scanned Document 6<br /></p><br /><p>What to Do if the PDF is a Scanned Document 7<br /></p><br /><p>What to Do if the PDF is Not a Scanned Document 8<br /></p><br /><p>Step 3: Add Interactive Features: Form Fields and Buttons 8<br /></p><br /><p>PDF Form Fields 9<br /></p><br /><p>Use Acrobat to Detect and Create Interactive Form Fields 9<br /></p><br /><p>Acrobat Form Wizard 9<br /></p><br /><p>Enter Forms Editing Mode Directly 10<br /></p><br /><p>Create Form Fields Manually 10<br /></p><br /><p>Forms Editing Mode 11<br /></p><br /><p>Creating a New Form Field 11<br /></p><br /><p>Form Field Properties 12<br /></p><br /><p>Tooltips for Form Fields 12<br /></p><br /><p>Tooltips for Radio Buttons 13<br /></p><br /><p>Editing or Modifying an Existing Form Field 14<br /></p><br /><p>Deleting a Form Field 14<br /></p><br /><p>Buttons 15<br /></p><br /><p>Set the Tab Order 15<br /></p><br /><p>Step 4: Add Other Accessibility Features 16<br /></p><br /><p>Document Language 16<br /></p><br /><p>Set Security That Permits Accessibility 17<br /></p><br /><p>Create Accessible Links 19<br /></p><br /><p>Add Bookmarks 19</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Contents | iii</p><br /><br /></div><div><br />Step 5: Determine if the PDF File is a Tagged PDF File 20<br /></p><br /><p>How to Tell if a PDF File is Tagged 20<br /></p><br /><p>What to do if the PDF File is Not Tagged 22<br /></p><br /><p>About the Add Tags Report 22<br /></p><br /><p>What to do if the PDF File is Tagged 23<br /></p><br /><p>Step 6: Determine if the PDF File is Properly Tagged 23<br /></p><br /><p>TouchUp Reading Order Tool (TURO) 23<br /></p><br /><p>Selecting the TouchUp Reading Order Tool 24<br /></p><br /><p>TouchUp Reading Order Tool Options 25<br /></p><br /><p>Tips for using the TouchUp Reading Order tool 26<br /></p><br /><p>Checking Read Order with the Touch Up Read Order Tool 26<br /></p><br /><p>Check reading order with the TouchUp Reading Order tool 27<br /></p><br /><p>Change the reading order by dragging on the page 27<br /></p><br /><p>Change the reading order using the Order panel 27<br /></p><br /><p>Editing Tags with the TouchUp Reading Order Tool 28<br /></p><br /><p>Tag a region 28<br /></p><br /><p>Change the tag for a region 28<br /></p><br /><p>Add or remove content from a tagged region 28<br /></p><br /><p>Split a region into two regions 28<br /></p><br /><p>Apply a heading tag 29<br /></p><br /><p>Remove page elements from the tag structure 29<br /></p><br /><p>Apply a figure tag 29<br /></p><br /><p>Using TouchUp Reading Order to Check and Correct Figure Tags 29<br /></p><br /><p>Adding Alternate Text with the TouchUp Reading Order Tool 30<br /></p><br /><p>Using the TouchUp Reading Order Tool Table Editor 31<br /></p><br /><p>Add a Table Summary 31<br /></p><br /><p>Place the Table in Editing Mode 31<br /></p><br /><p>Remove or replace document structure tags 35</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Contentsiv |</p><br /><br /></div><div><br />Replace the existing tag structure 35<br /></p><br /><p>Remove all tags from a PDF 35<br /></p><br /><p>Complex Structures 35<br /></p><br /><p>Content Panel 35<br /></p><br /><p>Content Tab Options 37<br /></p><br /><p>Order Panel 37<br /></p><br /><p>Tags Panel 38<br /></p><br /><p>Edit tags with the Tags Panel 39<br /></p><br /><p>Edit a tag title 40<br /></p><br /><p>Move a tag 40<br /></p><br /><p>Change the element type 40<br /></p><br /><p>Tags tab options 40<br /></p><br /><p>Add alternate text and supplementary information to tags 41<br /></p><br /><p>Add alternate text to links 42<br /></p><br /><p>Add alternate text for a figure 42<br /></p><br /><p>Add alternate text for an abbreviated term 42<br /></p><br /><p>Create a new child tag 43<br /></p><br /><p>Add tags to comments 43<br /></p><br /><p>Correct table tags with the Tags tab 43<br /></p><br /><p>Check table elements 43<br /></p><br /><p>Set ColSpan and RowSpan attributes 44<br /></p><br /><p>Step 7: Use the Accessibility Checker to Evaluate the PDF File 44<br /></p><br /><p>Quick Check 44<br /></p><br /><p>Quick Check Results 44<br /></p><br /><p>Full Check 45<br /></p><br /><p>Accessibility Full Check Options 46<br /></p><br /><p>Continue Checking Until All Issues are Addressed 47<br /></p><br /><p>Additional Validation Techniques 47</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Contents | v</p><br /><br /></div><div><br /> Creating Accessible PDF Files Using Authoring Applications 49<br /></p><br /><p>Introduction 49<br /></p><br /><p>Create an Accessible Microsoft Word Document 49<br /></p><br /><p>Use Styles 49<br /></p><br /><p>Text 49<br /></p><br /><p>Headings 50<br /></p><br /><p>Word 2003 Headings 50<br /></p><br /><p>Word 2007 Headings 50<br /></p><br /><p>Add Alternative Text to Word Graphics and Images 51<br /></p><br /><p>Word 2003 51<br /></p><br /><p>Word 2007 51<br /></p><br /><p>Configure the PDFMaker 52<br /></p><br /><p>Show or activate PDFMaker in Microsoft Word 53<br /></p><br /><p>For Office 2003 or earlier, 53<br /></p><br /><p>For Office 2007 53<br /></p><br /><p>View PDFMaker conversion settings 53<br /></p><br /><p>Settings Tab 54<br /></p><br /><p>Security Tab 56<br /></p><br /><p>Word Tab 57<br /></p><br /><p>Bookmarks Tab (Microsoft Word) 58<br /></p><br /><p>Video Tab (Microsoft Word and PowerPoint) 59<br /></p><br /><p>Settings for Other Microsoft Office Applications 60<br /></p><br /><p>Excel-specific options on the Settings tab 60<br /></p><br /><p>PowerPoint-specific options on the Settings tab 60<br /></p><br /><p>Convert the Word Document to Accessible PDF 61<br /></p><br /><p>Microsoft Office 2003 61</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Contentsvi |</p><br /><br /></div><div><br />Microsoft Office 2007 61<br /></p><br /><p>If the Word Document is a Form 62<br /></p><br /><p>Check the PDF Version of the Document Using Acrobat 62<br /></p><br /><p>Changes to the Conversion Settings 63<br /></p><br /><p>Repairs You Should Make in the Source File 63<br /></p><br /><p>Repairs You Should Make in the PDF File 63<br /></p><br /><p>Document Language 63<br /></p><br /><p>Tab Order is Consistent with Structure Order 63<br /></p><br /><p>Establish Table Headings for Tables 63</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div><div><p>Introduction<br /></p><br /><p>PDF Accessibility<br />A document or application is accessible if it can be used by people with disabilitiesâsuch as mobility <br />impairments, blindness, and low visionâand not just by people who can see well and use a mouse. <br />Accessibility features in Adobe Acrobat, Adobe Reader, and Adobe Portable Document Format (PDF) make <br />it easier for people with disabilities to use PDF documents and forms, with or without the aid of assistive <br />software and devices such as screen readers, screen magnifiers, and braille printers.<br /></p><br /><p>Making PDFs accessible tends to benefit all users. For example, the underlying document structure that <br />makes it possible for a screen reader to properly read a PDF out loud also makes it possible for a mobile <br />device to correctly reflow and display the document on a small screen. Similarly, the preset tab order of an <br />accessible PDF form helps all usersânot just users with mobility impairmentsâfill the form more easily.<br /></p><br /><p>Each PDF File is Different<br />Not all PDFs are the same. PDF files are created in a variety of ways, from a variety of applications, and for a <br />variety of purposes. In addition to applying the proper accessibility enhancements to PDF documents, <br />achieving your accessibility goals for an individual PDF file requires understanding the nature of the PDF <br />and the uses for which it is intended. <br /></p><br /><p>Using this guide, you will learn how to assess existing PDF files for certain characteristics which influence <br />their accessibility. The order in which this assessment is conducted is important. By following these <br />procedures in the recommended order, users can efficiently proceed through the analysis of a PDF file in a <br />systematic fashion. Systematically ruling out or confirming certain characteristics which a PDF file may <br />possess will guide you to the most appropriate next step for making an individual PDF accessible (See <br />âAcrobat 9 Pro PDF Accessibility Repair Workflowâ on page 5).<br /></p><br /><p>This guide also discusses techniques for converting source files to accessible PDF. Using the Adobe <br />PDFMaker with Microsoft Word as an example, this guide provides best practices for designing your source <br />document with accessibility in mind so that the original document can be efficiently transformed into an <br />accessible PDF version (See âCreating Accessible PDF Files Using Authoring Applicationsâ on page 53).<br /></p><br /><p>Note: These Best Practices techniques assume the user has access to Adobe Acrobat Pro 9 or <br />Adobe Acrobat 9 Pro Extended for Windows. Adobe Reader 9 and Adobe Acrobat 9 <br />Standard do not have the complete set of tools needed to create and validate PDF <br />documents for accessibility.<br /></p><br /><p>Two Workflows for Creating Accessible PDF Files<br />The PDF format is a destination file format. PDF files are typically created in some other application. What <br />this means is that the author who is concerned with PDF accessibility will be confronted with one of two <br />situations: <br /></p><br /><p>⢠Individuals working with an existing PDF file will want to know how to edit/update it to be <br />an accessible PDF file.<br /></p><br /><p> Authors will want to know how to use some other software application, such as a word processing <br />or desktop publishing application, to generate an accessible PDF file from that application if <br />possible. <br /></p><br /><p>Making an Existing PDF File Accessible<br />âAcrobat 9 Pro PDF Accessibility Repair Workflowâ on page 5 provides a step-by-step approach for <br />analyzing PDF files and making them accessible based upon that analysis.</p><br /><br /></div><div><p>1</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Introduction2 |</p><br /><br /></div><div><br />Generating Accessible PDF Files from Authoring Applications<br />âCreating Accessible PDF Files Using Authoring Applicationsâ on page 53 provides an example using <br />Microsoft Word of how to use Acrobatâs PDFMaker to make an accessible PDF files from a word processing <br />application. <br /></p><br /><p>Even if you generate an accessible PDF file from an authoring application, you should then follow the steps <br />in âAcrobat 9 Pro PDF Accessibility Repair Workflowâ on page 5 in order to identify any items that may <br />have been missed in the initial conversion or to add PDF accessibility features that are not provided by the <br />authoring tool.<br /></p><br /><p>Characteristics of Accessible PDF files<br />The Adobe Portable Document Format (PDF) is the native file format of the Adobe® Acrobat® family of <br />products. The goal of these products is to enable users to exchange and view electronic documents easily and <br />reliably, independently of the environment in which they were created. PDF relies on the same imaging <br />model as the PostScript® page description language to describe text and graphics in a device-independent <br />and resolution-independent manner. To improve performance for interactive viewing, PDF defines a more <br />structured format than that used by most PostScript language programs. PDF also includes objects, such as <br />annotations and hypertext links, that are not part of the page itself but are useful for interactive viewing and <br />document interchange. <br /></p><br /><p>Accessible PDFs have the following characteristics:<br /></p><br /><p>Searchable text<br />A document that consists of scanned images of text is inherently inaccessible because the content of the <br />document is a graphic representing the letters on the page, not searchable text. Assistive software cannot <br />read or extract the words in a graphic representation, users cannot select or edit the text, and you cannot <br />manipulate the PDF for accessibility. You must convert the scanned images of text to searchable text using <br />optical character recognition (OCR) before you can use other accessibility features with the document (See <br />âStep 2: Determine if the PDF is a Scanned Documentâ on page 5). <br /></p><br /><p>Fonts that allow characters to be extracted to text<br />The fonts in an accessible PDF must contain enough information for Acrobat to correctly extract all of the <br />characters to text for purposes other than displaying text on the screen. Acrobat extracts characters to <br />Unicode text when you read a PDF with a screen reader or the Read Out Loud tool, or when you save as text <br />for a braille printer. This extraction fails if Acrobat cannot determine how to map the font to Unicode <br />characters.<br /></p><br /><p>Interactive form fields<br />Some PDFs contain forms that a person is to fill out using a computer. To be accessible, form fields must be <br />interactiveâmeaning that a user must be able to enter values into the form fields (See âStep 3: Add <br />Interactive Features: Form Fields and Buttonsâ on page 8). Interactive PDF forms also have a defined tab <br />order allowing users of assistive technology to use the tab key in order to progress from one form field or <br />interactive control in a logical manner.<br /></p><br /><p>Other Features: Buttons, hyperlinks, and navigational aids<br />Navigational aids in a PDFâsuch as links, bookmarks, headings, a table of contents, and a preset tab order <br />for form fieldsâassist all users in using the document without having to read through the entire document, <br />word by word. Bookmarks are especially useful and can be created from document headings. Many of these <br />aids can be accessed using the keyboard without relying on the mouse (See âStep 3: Add Interactive <br />Features: Form Fields and Buttonsâ on page 8). and (See âStep 4: Add Other Accessibility Featuresâ on <br />page 16)..</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Introduction | 3</p><br /><br /></div><div><br />Document language<br />Specifying the document language in a PDF enables some screen readers to switch to the appropriate <br />language (See âDocument Languageâ on page 16).<br /></p><br /><p>Security that will not interfere with assistive technology<br />Some authors of PDFs restrict users from printing, copying, extracting, adding comments to, or editing text. <br />The text of an accessible PDF must be available to a screen reader. You can use Acrobat to ensure that <br />security settings donât interfere with a screen readerâs ability to convert the on-screen text to speech (See âSet <br />Security That Permits Accessibilityâ on page 17).<br /></p><br /><p>Document structure tags and proper read order<br />To read a documentâs text and present it in a way that makes sense to the user, a screen reader or other text-<br />to-speech tool requires that the document be structured. Document structure tags in a PDF define the <br />reading order and identify headings, paragraphs, sections, tables, and other page elements (See âStep 5: <br />Determine if the PDF File is a Tagged PDF Fileâ on page 20).<br /></p><br /><p>Alternative text descriptions<br />Document features such as images and interactive form fields canât be read by a screen reader unless they <br />have associated alternative text. Though web links are read by screen readers, you can provide more <br />meaningful descriptions as alternative text. Alternative text and tool tips can aid many users, including those <br />with learning disabilities (See âStep 6: Determine if the PDF File is Properly Taggedâ on page 23).<br /></p><br /><p>Adobe Acrobat and Adobe Reader Accessibility Features<br />Accessibility features in Adobe Acrobat and Adobe Reader fall into two broad categories: features to make <br />the reading of PDF documents more accessible and features to create accessible PDF documents. To create <br />accessible PDF documents, you must use Acrobat, not Reader.<br /></p><br /><p>Features for Accessible Reading of PDFs<br /> Preferences and commands to optimize output for assistive software and devices, such as saving as <br /></p><br /><p>accessible text for a Braille printer<br /></p><br /><p> Preferences and commands to make navigation of PDFs more accessible, such as automatic <br />scrolling and opening PDFs to the last page read<br /></p><br /><p> Accessibility Setup Assistant for easy setting of most preferences related to accessibility<br /></p><br /><p> Keyboard alternates to mouse actions<br /></p><br /><p> Reflow capability to temporarily present the text of a PDF in a single easy-to-read column<br /></p><br /><p> Read Out Loud text-to-speech conversion.<br /></p><br /><p> Support for screen readers and screen magnifiers<br /></p><br /><p>Features for Creating Accessible PDFs<br /> Creation of tagged PDFs from authoring applications<br /></p><br /><p> Conversion of untagged PDFs to tagged PDFs from within Acrobat<br /></p><br /><p> Security setting that allows screen readers to access text while preventing users from copying, <br />printing, editing, and extracting text<br /></p><br /><p> Ability to add text to scanned pages to improve accessibility<br /></p><br /><p> Tools for editing reading order and document structure <br /></p><br /><p> Tools for creating accessible PDF forms </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Introduction4 |</p><br /><br /></div><div><br />Though Acrobat Standard provides some functionality for making existing PDFs accessible, you must use <br />Acrobat Pro or Acrobat Pro Extended to perform certain tasksâsuch as editing reading order or editing <br />document structure tagsâthat may be necessary to make some PDF documents and forms accessible (See <br />âTable 1: Features for Creating Accessible PDF Files by Productâ on page 4).<br /></p><br /><p>Table 1: Features for Creating Accessible PDF Files by Product <br /></p><br /><p>Reader 9 Acrobat 9 Standard<br />Acrobat 9 <br /></p><br /><p>Pro<br /></p><br /><p>Acrobat 9 <br />Pro <br /></p><br /><p>Extended<br /></p><br /><p>Create PDF documents from any <br />application that prints<br /></p><br /><p>  Â<br /></p><br /><p>Convert Microsoft Word, Excel, <br />PowerPoint, Publisher, and <br />Access files to PDF with one-<br />button ease*<br /></p><br /><p>  Â<br /></p><br /><p>Capture web pages as rich, <br />dynamic PDF files for review <br />and archiving<br /></p><br /><p>  Â<br /></p><br /><p>Scan paper documents to PDF <br />and automatically recognize text <br />with optical character recogni-<br />tion (OCR)<br /></p><br /><p>  Â<br /></p><br /><p>Save PDF files as Microsoft <br />Word documents, retaining the <br />layout, fonts, formatting, and <br />tables, to facilitate reuse of con-<br />tent<br /></p><br /><p>  Â<br /></p><br /><p>Easily create fillable PDF forms <br />from paper or existing files using <br />the Form Wizard<br /></p><br /><p>  Â<br /></p><br /><p>Enable users of Adobe Reader® <br />(version 8 or later) to fill in and <br />save PDF forms locally<br /></p><br /><p>  Â<br /></p><br /><p>Create dynamic XML forms with <br />Adobe LiveCycle® Designer ES <br />(included)*<br /></p><br /><p> Â<br /></p><br /><p>Create and validate accessible <br />PDF documents<br /></p><br /><p> Â<br /></p><br /><p>* Windows Only</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div><div><p>Acrobat 9 Pro PDF Accessibility <br />Repair Workflow<br /></p><br /><p>PDF Accessibility Workflow Summary<br />At a high level, the process of making existing PDF files accessible consists of a few basic steps:<br /></p><br /><p>1. Analyze and evaluate the PDF document before you (See âStep 1: Analyze the PDF Fileâ on <br />page 5).<br /></p><br /><p>2. Determine if the PDF file originated from a scan. If so, perform Optical Character Recognition <br />(OCR) using the OCR Text Recognition command in Adobe Acrobat 9 (See âStep 2: Determine if <br />the PDF is a Scanned Documentâ on page 5).<br /></p><br /><p>3. Add fillable form fields and buttons with short descriptions if the PDF file is intended to work as an <br />interactive document. Set the tab order for the form field (See âStep 3: Add Interactive Features: <br />Form Fields and Buttonsâ on page 8).<br /></p><br /><p>4. Add other accessibility features to the PDF such as bookmarks and security that does not interfere <br />with assistive technology (See âStep 4: Add Other Accessibility Featuresâ on page 16).<br /></p><br /><p>5. Add tags to the PDF if it has not been tagged (See âStep 5: Determine if the PDF File is a Tagged <br />PDF Fileâ on page 20).<br /></p><br /><p>6. Determine if the PDF file has been properly tagged (See âStep 6: Determine if the PDF File is <br />Properly Taggedâ on page 23).<br /></p><br /><p>7. Use the Adobe Acrobat 9 Pro accessibility checker to evaluate the PDF and repair tagging problems <br />and other issues such as missing alternate text descriptions, missing short descriptions for form <br />fields, and improper read order. Run the accessibility checker and follow its suggestions for repair <br />until no problems are found (See âStep 7: Use the Accessibility Checker to Evaluate the PDF Fileâ <br />on page 44).<br /></p><br /><p>Though these stages are presented in an order that suits most needs, you may perform tasks in these stages in <br />a different order or iterate between some of the stages. In all cases, you should first examine the document, <br />determine its intended purpose, and use that analysis to determine the workflow that you should apply.<br /></p><br /><p>Step 1: Analyze the PDF File<br />When you open the PDF file, take a moment to analyze the document before you. Take a moment to note its <br />characteristics. <br /></p><br /><p> Is it a short document with a small number of pages or a long document consisting of many pages? <br /></p><br /><p> Is the document mostly text or a mixture of text and graphics?<br /></p><br /><p> Does the document appear to have form fields?<br /></p><br /><p> Another item to note is the complexity of the documentâs layout. In some instances, documents of <br />shorter length may be more challenging from an accessibility perspective than longer docments <br />because their layout and read order are more complex. Is the layout simple, a single column with a <br />limited number of graphics, or is it complex with multiple columns, mixed layouts, tables and many <br />graphics? Complex layouts are an indicator that you may be spending more time with the <br />document doing more detailed accessibility enhancements with the Touch Up Read Order Tool.<br /></p><br /><p>Step 2: Determine if the PDF is a Scanned Document<br />A common method for making PDF documents is to place a paper copy of a document into a scanner and <br />then opening the resulting electronic version using Adobe Acrobat to view the newly scanned document as a <br />PDF file. Unfortunately, this process results in creating an image of text and not the actual text itself. This </p><br /><br /></div><div><p>5</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow6 |</p><br /><br /></div><div><br />means the content is not accessible to users who rely on assistive technology to hear the contents of the page. <br />Additional work must take place to make the document accesible.<br /></p><br /><p>Note: If you are certain that the PDF document is not a scanned document or it has previously <br />undergone optical character recognition, you can skip this discussion and proceed to <br />âStep 3: Add Interactive Features: Form Fields and Buttonsâ on page 8.<br /></p><br /><p>How to Tell if a PDF File is a Scanned Document<br />There are a number of indications that a PDF file originated from a scanned page. Onscreen, the document <br />appears to contain text, but the page is actually an image. Choose the method that suits you best for <br />determining if the PDF is from a scan and is an âimage onlyâ PDF.<br /></p><br /><p>⢠Note if the page appears to be skewed. Sometimes sheets are not properly fed into the <br />scanner with the effect being the page appears to be crooked, or skewed on the screen . <br />Lines of text will not be straight but will appear to slant up or down (See âFigure 1 Skewed <br />Text Indicates a Scanned PDFâ on page 6) <br /></p><br /><p>Figure 1 Skewed Text Indicates a Scanned PDF<br />⢠Search for characters that appear on the page. Use the find command in Acrobat to <br /></p><br /><p>search for text that appears on the page. Select Edit &gt; Find (Ctrl + F on Windows or <br />Option + F on Mac OS) and type a term that appears on the page in the search field.<br /></p><br /><p>If the document was scanned, Acrobat will not find the search but will display a message <br />indicating âAcrobat has finished searching the document. No matches were foundâ.<br /></p><br /><p>⢠Zoom in and check for jagged edges on smooth characters. Scanned images are bitmaps <br />(See âFigure 2 Bitmap text (top) and text that has undergone OCR (bottom)â on <br />page 7)The edges of curves on bit maps will not appear to be smooth or rounded but will <br />be jagged as shown in the top sample illustrating the word âOzoneâ in Figure 2 on page 7 <br />Use the marquee zoom tool in Acrobat to define the area and magnify the edges of curved <br />letters such as âcâ, âsâ, and âoâ. Text that has undergone the OCR process using the </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 7</p><br /><br /></div><div><br />ClearScan option will display smoother edges as shown in the bottom illustration of the <br />word âOzoneâ in Figure 2 on page 7 <br /></p><br /><p>Figure 2 Bitmap text (top) and text that has undergone OCR (bottom)<br />⢠Use assistive technology or the Read Out Loud feature. Acrobat 9 Pro can detect the <br /></p><br /><p>presence of assistive technology and if it encounters a scanned document will announce an <br />audible empty page warning and display the Scanned Page Alert dialog (See âFigure 3 <br />Scanned Page Alert Dialogâ on page 7)<br /></p><br /><p>Figure 3 Scanned Page Alert Dialog<br /></p><br /><p>What to Do if the PDF is a Scanned Document<br />Perform Optical Character Recognition (OCR) to convert the bitmap image of text to actual characters. In <br />Acrobat 9 Pro. You can do this by selecting âOKâ from the Scanned Page Alert dialog (See âFigure 3 <br />Scanned Page Alert Dialogâ on page 7) You can also run the âRecognize Text Using OCRâ command in <br />Acrobat 9. <br /></p><br /><p> Document &gt; OCR Text Recognition &gt; Recognize Text Using OCR...<br /></p><br /><p> or use the keyboard accelerator: ALT + D + C + R <br /></p><br /><p>All three of these methods will result in the display of the Recognize Text dialog (See âFigure 4 Recognize <br />Text Dialog and Recognize Text Settingsâ on page 8) Use the Edit button in the scanned page dialog to set <br />the desired characteristics for the resulting file.<br /></p><br /><p> Primary OCR Language (user should select the applicable document language)<br /></p><br /><p> PDF Output Style should be ClearScan. ClearScan will allow the resulting PDF to âreflowâ. The <br />other two options, âSearchable Imageâ and âSearchable Image Exactâ will work with assistive <br />technology but will result in a PDF file that cannot be reflowed.<br /></p><br /><p> Downsample should be set to the lowest downsampling which results in the highest resolution as <br />measured in dots per inch (dpi). This should be 600 dpi.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow8 |</p><br /><br /></div><div><p>Figure 4 Recognize Text Dialog and Recognize Text Settings<br />For additional information on performing optical character recognition using Adobe Acrobat, refer to the <br />Acrobat 9 Help.<br /></p><br /><p>What to Do if the PDF is Not a Scanned Document<br />Proceed to âStep 3: Add Interactive Features: Form Fields and Buttonsâ on page 8.<br /></p><br /><p>Step 3: Add Interactive Features: Form Fields and Buttons<br />Determining if a PDF file is meant to be an interactive form is a matter of visually examining the file and <br />looking for the presence of form fields, or areas in the document where some kind of information is being <br />asked for such as name, address, social security number. Boxes or fields drawn on the page are also typical <br />indications that the document is meant to function as a form. If you want users to be able to complete the <br />form online, rather than resort to printing a paper copy in order to complete the form, then the form is <br />meant to be an interactive form. <br /></p><br /><p>Note: If you are certain the PDF document is not intended to have fillable form fields or buttons, <br />you can skip this discussion and proceed to âStep 4: Add Other Accessibility Featuresâ on <br />page 16.<br /></p><br /><p>You can make form fields accessible to vision impaired users and users with mobility challenges by adding <br />fillable fields to the PDF and by properly structuring it. In addition, you can use the Tooltip field property to <br />provide the user with information about the field or to provide instructions. For example, using the Tooltip <br />property value, the screen reader user would hear âCheck this box if you will be attending the luncheon.â <br />Without the tool tip property, a screen reader simply provides the name of the form field (Check Box 1), its <br />type (Check Box), and its state (Unchecked). It would not be clear to someone listening to the form that they <br />are indicating their desire to attend a luncheon.<br /></p><br /><p>You can have Acrobat Pro detect and create the form fields automatically or you can manually create the <br />necessary fields using Acrobat Proâs form tools.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 9</p><br /><br /></div><div><br />This discussion limits itself to the accessibility issues involved with PDF forms. For a more detailed <br />discussion of forms, refer to the Adobe Acrobat 9 Online Help.<br /></p><br /><p>PDF Form Fields<br />A PDF form created with Acrobat can contain the following types of fields:<br /></p><br /><p>⢠Text field. Lets the user type in text, such as name, address, or phone number. <br /></p><br /><p>⢠Check box. Presents yes-or-no choices for individual items. If the form contains multiple <br />check boxes, the user can typically select as many or few of these as needed.<br /></p><br /><p>⢠Radio button. Presents a group of choices from which the user can select only one item. <br />All radio buttons with the same name work together as a group.<br /></p><br /><p>⢠List box. Displays a list of options the user can select. You can set a form field property <br />that enables the user to Shift-click or Control-click to select multiple items on the list.<br /></p><br /><p>⢠Combo box. Lets the user either choose and item from a pop-up menu or type in a value.<br /></p><br /><p>⢠Button. Initiates a change on the userâs computer, such as opening a file, playing a sound, <br />or submitting data to a web server. These buttons can be customized with images, text, and <br />visual changes triggered by mouse actions. Action buttons have a different purpose than <br />radio buttons, which represent data choices made by the user.<br /></p><br /><p>⢠Digital signature field. Lets the user electronically sign a PDF document with a digital <br />signature.<br /></p><br /><p>⢠Barcode. Encodes the input form selected fields and diplays it as a visual pattern that can <br />be interpreted by decoding software or hardware (available separately). <br /></p><br /><p>Use Acrobat to Detect and Create Interactive Form Fields<br />You can convert an existing electronic document (for example a Word, Excel, or PDF document) or scan a <br />paper document to a PDF form, and then add interactive form fields to the form. <br /></p><br /><p>When you convert a document to an Acrobat form, Acrobat can detect the form fields in the document. In <br />many instances, Acrobat will use the form field labels to name the field and provide a Tooltip. While the <br />results are often acceptable, this is not a foolproof process. You will need to examine the document carefully <br />to verify that Acrobat accurately detected the fields and labelled them appropriately.<br /></p><br /><p>Acrobat Form Wizard<br /></p><br /><p>You can use the Form Wizard in Adobe Acrobat 9 Pro or Adobe Acrobat 9 Pro Extended to create <br />interactive forms from an existing electronic document (for example a Word, PDF, or Excel document) or <br />scan a paper form into a PDF form. <br /></p><br /><p> Choose Forms &gt; Start Form Wizard. <br /></p><br /><p>This displays the Create or Edit Form Dialog. From the Create or Edit Form Dialog, do one of the following, <br />and then follow the on-screen instructions. <br /></p><br /><p> To convert an existing electronic document (for example Word or PDF) to a PDF form, select An <br />Existing Electronic Document. This places the document in Form Editing Mode.<br /></p><br /><p> To scan a paper form and convert it to a PDF form, select A Paper Form. The form will be scanned <br />and placed in Form Editing Mode.<br /></p><br /><p> To use LiveCycle Designer to create a form from scratch or from one of the available templates, <br />select No Existing Form. <br /></p><br /><p>Note: Using the Adobe LiveCycle Designer, included in Adobe Acrobat Pro and Adobe Acrobat <br />Pro Extended for Windows, to create accessible PDF forms is beyond the scope of this Best </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow10 |</p><br /><br /></div><div><br />Practices Guide.<br /></p><br /><p>The Form Wizard completes its analysis of the document, adds any form fields it may detect and places the <br />PDF form in Forms Editing Mode where you can edit the automatically created fields or add additional form <br />fields (See âForms Editing Modeâ on page 11).<br /></p><br /><p>During form field detection, Acrobat may have missed some fields or created unneeded fields. It may have <br />also created fields of the wrong type. Please verify the fields and field names on your form. You can select <br />Add New Field on the Forms Editing toolbar to add more fields or right click on the form to edit or delete <br />fields.<br /></p><br /><p>Enter Forms Editing Mode Directly<br /></p><br /><p>If you donât want to use the Form Wizard, you can open the file, and place the document in Form Editing <br />Mode directly.<br /></p><br /><p> From the Acrobat Menu, select Forms &gt; Add Or Edit Fields (Keyboard shortcut is Shift + Ctrl 7). <br /></p><br /><p>This displays the Add or Edit Form Fields dialog (See âFigure 5 Add or Edit Form Fields Dialogâ on <br />page 10)<br /></p><br /><p>Answering âYesâ to the Add or Edit Form Fields dialog question âDo you want Acrobat to detect form fields <br />for you?â results in the automatic detection of form fields prior to placing the document in Form Editing <br />Mode. This is the same as if you had proceeded using the Form Wizard on the current PDF. <br /></p><br /><p>Acrobat completes its analysis of the document, adds any form fields it may detect and places the PDF form <br />in Forms Editing Mode where you can edit the automatically created fields or add additional form fields (See <br />âForms Editing Modeâ on page 11).<br /></p><br /><p>During form field detection, Acrobat may have missed some fields or created unneeded fields. It may have <br />also created fields of the wrong type. Please verify the fields and field names on your form. You can select <br />Add New Field on the Forms Editing toolbar to add more fields or right click on the form to edit or delete <br />fields.<br /></p><br /><p>Answering âNoâ to the Add or Edit Form Fields dialog question âDo you want Acrobat to detect form fields <br />for you?â also places the document in Form Editing mode, but does not create form fields automatically. You <br />will have to add the form fields manually. Proceed to the next section, âCreate Form Fields Manuallyâ on <br />page 10 for futher information.<br /></p><br /><p>Create Form Fields Manually<br />To add form fields manually you first select Forms &gt; Add or Edit Fields (Keyboard shortcut is Shift + Ctrl 7) <br />and answer âNoâ to the question âDo you want Acrobat to detect the Form Fields for you?â in the resulting <br />dialog (See âFigure 5 Add or Edit Form Fields Dialogâ on page 10) This places the document in Forms <br />Editing Mode without automatically creating any fields. You can now add new form fields to the PDF form. <br />Proceed to the next section âForms Editing Modeâ on page 11 for further instruction.<br /></p><br /><p>Figure 5 Add or Edit Form Fields Dialog</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 11</p><br /><br /></div><div><br />Forms Editing Mode<br />With the PDF form in Forms Editing Mode, you can add new fields and buttons to the form and edit or <br />delete any existing field or button (See âFigure 6 Adobe Acrobat 9 Forms Editing Modeâ on page 11) The <br />Forms Editing Mode changes the Acrobat user interface slightly. <br /></p><br /><p> A Forms Editing Toolbar provides access to the Select Object tool, the Add New Field button, and <br />the Form Preview button. You can configure the Add New Field button to display the Forms tools <br />on the toolbar instead of the Add New Field button if you prefer.<br /></p><br /><p> On the right hand side of the Forms Editing Toolbar, are the Distribute Form button and the Close <br />Form editing button.<br /></p><br /><p> A fields panel appears on the left side of the document. <br /></p><br /><p> There is a forms menu bar which offers users choices that are mostly restricted to forms editing <br />functions. <br /></p><br /><p>Figure 6 Adobe Acrobat 9 Forms Editing Mode<br /></p><br /><p>Creating a New Form Field<br /></p><br /><p>In Acrobat, you create a form field by choosing one of the form tools. For each field type, you can set a <br />variety of options through the form field Properties dialog box. <br /></p><br /><p>You can access the forms tools one of three ways.<br /></p><br /><p> You can select âAdd New Fieldâ on the Forms Editing Toolbar to add more fields<br /></p><br /><p> From the Forms Editing menu you can select Forms &gt; Form Tools (Keyboard accelerator ALT + R <br />+ O). This will provide access to the Acrobat form tools.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow12 |</p><br /><br /></div><div><br /> You can right click over the form to present options that allow you to add, edit, or delete fields.<br /></p><br /><p>The cursor becomes a cross hair.<br /></p><br /><p> On the page, click where you want to add the field to create a field with the default size. To create a <br />field using a custom size, drag a rectangle to define the size of the field. <br /></p><br /><p> In the Field Name box, type the name of the field and specify if you want the field to be a required <br />field. Acrobat provides a default name based upon the field type and the number of fields drawn on <br />the page. You should choose a name that is relevant and descriptive to make organizing and <br />collecting the data easier (See âFigure 7 Field Name Boxâ on page 12)<br /></p><br /><p> To display the Properties dialog box and modify any other field properties, click Show All <br />Properties (See âFigure 7 Field Name Boxâ on page 12)<br /></p><br /><p>Note: If you have selected the Keep Tool Selected option in the forms toolbar, the Field Name <br />box doesnât appear after adding a field. Each time you click the page, a new field is added <br />to the form. To exit this mode, press the Esc key or click the Select Object Tool button. To <br />modify the properties of the field, double-click the field. <br /></p><br /><p> <br /></p><br /><p>Figure 7 Field Name Box<br />To test your form, click the Preview button. Previewing a form allows you to view the form the same way the <br />form recipients will and gives you a chance to verify the form. If you are previewing a form, you can click the <br />Edit Layout button to go back to the Forms Editing mode. <br /></p><br /><p>Form Field Properties<br /></p><br /><p>How a form field behaves is determined by settings in the Properties dialog box for that individual field. You <br />can set properties that apply formatting, determine how the form field information relates to other form <br />fields, impose limitations on what the user can enter in the form field, trigger custom scripts, and so forth.<br /></p><br /><p>You can set a variety of properties for an Acrobat form field, depending on the form field type. The <br />properties for each type of form field are selected on a series of tabs. When you change a property, it is <br />applied as soon as you select another property or press Enter.<br /></p><br /><p>All the form field types have a General tab, Appearance tab, and an Actions tab. Other tabs appear only in <br />specific types of form fields. The Options tab appears for most form field types but the options available are <br />unique to each type of form field.<br /></p><br /><p>If you are changing the properties of multiple fields, you can leave the Properties dialog box open. Click on <br />each field to change its properties.<br /></p><br /><p>Tooltips for Form Fields<br /></p><br /><p>For accessibility, the Tooltip option on the General tab is important for entering text that will be announced <br />by screen readers. <br /></p><br /><p>You can make form fields accessible to people with disabilities by adding tags to the PDF and by properly <br />structuring it. In addition, you can use the tool tip form field property to provide the user with information </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 13</p><br /><br /></div><div><br />about the field or to provide instructions. For example, using the tool tip property value, the screen reader <br />could say âYour first name.â Without the tool tip property, a screen reader announces the type and name of <br />the form field (See âFigure 8 Adding a Tooltip for Form Fieldsâ on page 13)<br /></p><br /><p> If necessary, choose Forms &gt; Add or Edit Fields, and make sure that the Select Object tool is <br />selected. <br /></p><br /><p> Double-click a selected form field to open the Properties window. <br /></p><br /><p> In the General tab, type a description into the tool tip box. <br /></p><br /><p>The Tooltip also displays text that users may find helpful in filling in the form field. Tooltips appear when <br />the pointer hovers briefly over the form field. <br /></p><br /><p>Figure 8 Adding a Tooltip for Form Fields<br /></p><br /><p>Tooltips for Radio Buttons<br /></p><br /><p>To create a set of mutually exclusive Radio Buttons, where only one field can be selected at a time, give each <br />field the same name but different Button values. The Button value is a field in the options tab of the Radio <br />Button Properties dialog <br /></p><br /><p>To make a radio button accessible, in addition to entering unique text in the Button Value field for each <br />choice, you would enter identical text in the Tooltip field of the General properties tab for each radio button <br />in the group (See âFigure 9 Tooltips and Button Values for Radio Button Short Descriptionsâ on <br />page 14)<br /></p><br /><p>For example, you may have a radio button group that asks the question, âAre You a Citizen?â. <br /></p><br /><p> You would create two radio buttons. For each button, you would enter the text âAre You a <br />Citizen?â in the Tooltip field. <br /></p><br /><p> For one button you would enter âYesâ in the Button Value field under the options tab, for the other <br />âNoâ should be entered in the Button Value field.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow14 |</p><br /><br /></div><div><p>Figure 9 Tooltips and Button Values for Radio Button Short Descriptions<br /></p><br /><p>Editing or Modifying an Existing Form Field<br /></p><br /><p>You can access Acrobat form field properties only when you are in editing mode (by choosing Forms &gt; Add <br />Or Edit Fields). You can change the properties for multiple form fields at a time. <br /></p><br /><p>Open the Properties dialog box using one of the following methods: <br /></p><br /><p> To edit a single form field, double-click it or right-click/Control-click it and choose Properties. <br /></p><br /><p> To edit multiple form fields, select the fields that you want to edit, right-click/Control-click one of <br />the selected fields, and choose Properties. <br /></p><br /><p>Change the properties on each of the available tabs, as needed. The property is changed as soon as you select <br />another property or press Enter.<br /></p><br /><p> Click Close to close the Properties dialog box. <br /></p><br /><p>If you select form fields that have different property values, some options in the Properties dialog box are not <br />available. Otherwise, changes to the available options are applied to all selected form fields. <br /></p><br /><p>To avoid accidental changes to the form field, select Locked in the lower left corner of the Properties dialog <br />box before you close it. To unlock, click the check box again.<br /></p><br /><p>Deleting a Form Field<br /></p><br /><p>With the document in Forms Editing mode, click on the field you would like to delete and do any of the <br />following.<br /></p><br /><p> Right mouse click and select delete<br /></p><br /><p> Press the delete key.<br /></p><br /><p> From the menu, select Edit &gt; Delete (ALT + ED)</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 15</p><br /><br /></div><div><br />Note: You can select multiple fields by holding the Control key as you click on each one.<br /></p><br /><p>Buttons<br />Buttons are most commonly associated with forms, but you can add them to any document. Buttons can <br />open a file, play a sound or movie clip, submit data to a web server, and much more. When deciding on how <br />to initiate an action, remember that buttons offer the following capabilities that links and bookmarks do not:<br /></p><br /><p> A button can activate a single action or a series of actions.<br /></p><br /><p> A button can change appearance in response to mouse actions.<br /></p><br /><p> A button can be easily copied across many pages.<br /></p><br /><p> Mouse actions can activate different button actions. For example, Mouse Down (a click), Mouse Up <br />(releasing after a click), Mouse Enter (moving the pointer over the button), and Mouse Exit <br />(moving the pointer away from the button) can all start a different action for the same button.<br /></p><br /><p>Buttons are an easy, intuitive way to let users initiate an action in PDF documents. Buttons are added the <br />same way as form fields while in Forms Editing mode. They also should be given a name and a Tooltip and <br />their behavior is determined by the actions the user assigns the button on the actions tab of the Button <br />Properties dialog. They also appear in the Tab order tree. See the Adobe Acrobat Help for a complete <br />discussion of PDF fields and buttons.<br /></p><br /><p>Set the Tab Order<br />If a PDF document doesnât have a specified tab order, the default tabbing order is based on the document <br />structure unless the user has deselected the Tab Order option in the Accessibility preferences.<br /></p><br /><p>You can change the tabbing order after you create the fields. <br /></p><br /><p> If you are in Forms Editing mode, you can order the tabs by document structure (default), row, or <br />column. <br /></p><br /><p> You can also choose the order manually by dragging and dropping fields in the Fields panel. <br /></p><br /><p> If you are not in Forms Editing mode, you can change the page properties to order the tabs by row <br />or column. However, you canât customize the tab order manually.<br /></p><br /><p>To change the tab order, first select âOrder Tabs Manuallyâ from the Tab Order button on the Fields panel. <br />Then you can drag and drop fields where you want them within the Fields panel to modify the tab order (See <br />âFigure 10 Rearranging Tab Order with the Fields Panelâ on page 16)<br /></p><br /><p>To assist in determining tab order, you can select âShow Tab Numbersâ from the Tab Order button of the <br />Fields panel (See âFigure 10 Rearranging Tab Order with the Fields Panelâ on page 16)<br /></p><br /><p>In the example shown in Figure 10 on page 16 , the check box labelled âoperating systemâ is in the fifth <br />position. Selecting the entry for operating system in the Forms panel highlights the corresponding field in </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow16 |</p><br /><br /></div><div><br />the document view. To move it to the second position, drag it up and drop it below the check box for âoffice <br />suiteâ<br /></p><br /><p>Figure 10 Rearranging Tab Order with the Fields Panel<br /></p><br /><p>Step 4: Add Other Accessibility Features<br />This stage includes setting the document language, making sure that security settings do not interfere with <br />screen readers, creating accessible links, and adding bookmarks.<br /></p><br /><p>Document Language<br />Setting the document language in a PDF enables some screen readers to switch to the appropriate language. <br />You can set the document language for an entire document with Acrobat Pro, Acrobat Pro Extended, or <br />Acrobat Standard. You can set the document language for specific portions of a multilanguage document <br />with Acrobat Pro or Acrobat Pro Extended (See âFigure 11 Setting the document languageâ on page 17)<br /></p><br /><p>To set the language for an entire document:<br /></p><br /><p> Choose File &gt; Properties, (Cntrl + D for Windows, Cmnd + D Mac OS) and select a language from <br />the Language menu in the Reading Options area of the Advanced tab. <br /></p><br /><p>To set the language for an entire document to a language not in the Language menu: <br /></p><br /><p> choose File &gt; Properties (Cntrl + D for Windows, Cmnd + D Mac OS), and enter the ISO 639 code <br />for the language in the Language field in the Reading Options area of the Advanced tab. For more <br />information, see the ISO Language Codes on http://www.loc.gov/standards. <br /></p><br /><p>You can also set the language for individual sections or words: <br /></p><br /><p> Select the desired text element in the Tags tab and right click (See â Tags Panelâ on page 38)<br /></p><br /><p> Choose Properties from the Options menu. In the TouchUp Properties dialog box, select the Tag <br />tab. Select a language from the Language menu, and click Close. <br /></p><br /><p>Note: The language that you specify for an element also applies to all elements nested under it <br />in the logical structure tree.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 17</p><br /><br /></div><div><p>Figure 11 Setting the document language<br /></p><br /><p>Set Security That Permits Accessibility<br />You should ensure the Acrobat 9 security settings permit access to the document by assistive technology. <br />You can verify the Acrobat 9 or Adobe Reader 9 security settings do not prohibit access to assistive <br />technology by checking the security preferences tab of the document properties dialog.<br /></p><br /><p> Select File &gt; Properties (Cntrl + D for Windows, Cmnd + D Mac OS)<br /></p><br /><p> Select the Security Tab of the Document Properties dialog (See âFigure 12 Security Tab Location <br />in Document Properties Dialogâ on page 18)</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow18 |</p><br /><br /></div><div><p>Figure 12 Security Tab Location in Document Properties Dialog<br /> Select âPassword Securityâ as the security method from the drop-down list. In the Permissions <br /></p><br /><p>section of the Password Security Settings dialog, verify the box labelled âEnable text access for <br />screen reader devices for the visually impairedâ is checked. This is the default setting for Adobe <br />Acrobat 9 and Adobe Reader 9 (See âFigure 13 Password Security Settingsâ on page 18)<br /></p><br /><p>Figure 13 Password Security Settings<br /></p><br /><p>Certain applications allow you to set the security settings for PDF files you plan to generate from within the <br />application (See âCreating Accessible PDF Files Using Authoring Applicationsâ on page 53).</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 19</p><br /><br /></div><div><br />Create Accessible Links<br />With thoughtfully provided links, users can quickly move from one part of a document to another, to related <br />information in a different document, or to a website that is relevant to the content.<br /></p><br /><p>For URLs to be accessible to screen readers, you must convert them to active links and make sure that they <br />are correctly tagged in the PDF. <br /></p><br /><p>Note: If you tagged the Adobe PDF during conversion from an authoring application, the links <br />and URLs in the document are probably already active and included in the tag tree so that <br />they are accessible to screen readers. You probably donât have to do this task unless you <br />want to add more links. <br /></p><br /><p>Acrobat provides several ways to create active links for text, objects, and URLs in a PDF. However, the <br />methods differ in how they affect the tag tree. The best way to create accessible links is with the Create Link <br />command.<br /></p><br /><p>Unlike the other methods for creating links in a tagged PDF (by using the Links tool or the Create From <br />URLs In Document command), the Create Link command adds all three tags that screen readers require in <br />order to recognize a link. The other methods create only one of the three tags, meaning that you must <br />manually edit the tag tree to add the remaining two tags for each link and place these tags in the proper <br />reading order in the tree. Although you must activate links one by one, using the Create Link command <br />provides the fastest results and the least amount of follow-up work to make the links accessible to screen <br />readers. All that is left to do is optional editing of the tag tree to add alternate text to the new links.<br /></p><br /><p>Note: Automatically detected URLs in PDF documents are not accessible. Avoid using the Create <br />Links from URLs command (Advanced &gt; Document Processing &gt; Create Links from URLs... <br />or ALT + A D C) . Also, ensure that the Basic Tools General Preference, âCreate Links from <br />URLsâ is unchecked (Edit &gt; Preferences &gt; General). While these are a convenient way to <br />detect text that is possibly a URL which allows users to click and go to the URL, the result is <br />not an accessible link. <br /></p><br /><p>Creating links with Acrobat Standard doesnât generate any tags for the links. <br /></p><br /><p>Do the following to make links active and add them to the tag tree:<br /></p><br /><p> Select the text or object for which you want to create a link. <br /></p><br /><p> Right-click the selection, and choose Create Link from the context menu. <br /></p><br /><p> In the Create Link dialog box, select the appropriate options, and then follow the on-screen <br />instructions to specify a URL, page view, or file as the link target. <br /></p><br /><p>By default, the selected text for each link becomes the link text. After you add all the links, you can edit the <br />tag tree to add alternate text to the links, further improving the accessibility of the PDF.<br /></p><br /><p>Add Bookmarks<br />A bookmark is a type of link with representative text in the Bookmarks panel in the navigation pane. Each <br />bookmark goes to a different view or page in the document. Bookmarks are generated automatically during <br />PDF creation from the table-of-contents entries of documents created by most desktop publishing <br />programs. These bookmarks are often tagged and can be used to make edits in the PDF. <br /></p><br /><p>Initially, a bookmark displays the page that was in view when the bookmark was created, which is the <br />bookmarkâs destination. In Acrobat, you can set bookmark destinations as you create each bookmark. <br />However, it is sometimes easier to create a group of bookmarks, and then set the destinations later. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow20 |</p><br /><br /></div><div><br />In Acrobat, you can use bookmarks to mark a place in the PDF to which you want to return, or to jump to a <br />destination in the PDF, another document, or a web page. Bookmarks can also perform actions, such as <br />executing a menu item or submitting a form. <br /></p><br /><p>Note: An Acrobat user can add bookmarks to a document only if the security settings allow it.<br /></p><br /><p>Step 5: Determine if the PDF File is a Tagged PDF File<br />Tagging is essential for PDF accessibility, it is used to establish logical read order and to provide hooks for <br />adding alternative text descriptions to non-text elements that are in the PDF document. <br /></p><br /><p>If you have been following the workflow up to this point, you will have a PDF file that is searchable because <br />you performed optical character recognition on a scanned document, or it was searchable to begin with. You <br />have also added any desired interactivity in the form of navigational controls or interactive form fields. At <br />this point it may or may not be a tagged PDF file.<br /></p><br /><p>Note: If you are certain the PDF document has been tagged, you can skip this discussion and <br />proceed to âStep 6: Determine if the PDF File is Properly Taggedâ on page 23.<br /></p><br /><p>How to Tell if a PDF File is Tagged<br />There are several ways to determine if a PDF file has been tagged. <br /></p><br /><p>⢠View Document Properties. File &gt; Document Properties (Ctrl +D) - In the lower left <br />hand corner of the Description tab, is an indication as to whether or not the document is <br />tagged (See âFigure 14 Tagged PDF File Propertyâ on page 21)</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 21</p><br /><br /></div><div><p>Figure 14 Tagged PDF File Property<br />⢠Reveal the Tags Panel. View &gt; Navigation Panels &gt; Tags. An untagged document will <br /></p><br /><p>display the words &quot;No Tags Available&quot; as its root. A tagged document will show structure. <br />To expand the entire tree fully, Cntrl + click on the root node labelled âTagsâ.<br /></p><br /><p>Note: In certain instances, a document may not be considered tagged by Acrobat even though a <br />structure is visible in the Tags panel. Select the tags options icon and ensure a check mark <br />appears before the entry âDocument is Tagged PDF.â If it does not, simply select this entry <br />to add the missing check mark (See âFigure 15 Document is Tagged PDF Indicator in a <br />Structured Documentâ on page 22)</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow22 |</p><br /><br /></div><div><p>Figure 15 Document is Tagged PDF Indicator in a Structured Document<br />⢠Run the Accessibility Quick Check . Advanced &gt; Accessibility &gt; Quick Check (Shift + <br /></p><br /><p>Ctrl + 6). If the document is not tagged, the Accessibility Quick Check will indicate the <br />document is not structured.<br /></p><br /><p>⢠Run the Accessibility Full Check. Advanced &gt; Accessibility &gt; Full Check. If the <br />document is not tagged, the Accessibility Full Check will indicate the document is not <br />tagged.<br /></p><br /><p>⢠Use the Touch Up Read Order Tool. Advanced &gt; Accessibility &gt; TouchUp Reading <br />Order - An untagged document will not appear to have undergone a change. A tagged <br />document will display shaded areas on the page that are numbered. An untagged <br />document will not display these numbered rectangles (See â TouchUp Reading Order <br />Tool (TURO)â on page 23)<br /></p><br /><p>What to do if the PDF File is Not Tagged<br />Add tags to the document using Adobe Acrobat 9 Pro. <br /></p><br /><p> From the menu, select Advanced &gt; Accessibility &gt; Add Tags to Document (Keyboard Accelerator is <br />ALT + AAA)<br /></p><br /><p>About the Add Tags Report<br /></p><br /><p>If Acrobat encounters potential problems while running the Add Tags To Document command, the Add <br />Tags Report opens in the navigation pane. The report lists potential problems by page, provides a <br />navigational link to each problem, and offers suggestions for fixing them. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 23</p><br /><br /></div><div><br />You could choose to repair the problems at this time by following the suggestions in the Add Tags report or <br />now that the file is tagged proceed to the next step âStep 6: Determine if the PDF File is Properly Taggedâ <br />on page 23. <br /></p><br /><p>If you choose to repair the document at this stage, remember to assess the context of any error before <br />following a particular suggestion for fixing it. For example, the report might state that an element that has <br />been tagged as a figure and requires alternate text to make it accessible. When you examine the figure in its <br />context on the page, you may decide that the figure is a background design element, not an illustration that <br />conveys valuable meaning to the user. In the case of a nonessential image, and you would change the Figure <br />tag to a Background tag; in the case of an image intended to convey meaning to the reader, you would add <br />the missing alternate text (See â Step 6: Determine if the PDF File is Properly Taggedâ on page 23) <br /></p><br /><p>Note: The Add Tags Report highlights tagging-related problems only, and it is a temporary file <br />that you cannot save. You can assess other tagging, reading order, and accessibility <br />problems by using Full Check.<br /></p><br /><p>If adding tags to a PDF in Adobe Acrobat results in a tagging structure that is overly complicated or too <br />problematic to fix, you can use the TouchUp Reading Order tool to remove or replace the current structure. <br />If the document contains mostly text, you can select a page and then remove headings, tables, and other <br />elements to create a cleaner, simpler tagging structure (See âTouchUp Reading Order Tool (TURO)â on <br />page 23).<br /></p><br /><p>What to do if the PDF File is Tagged<br />Proceed to the next step, âStep 6: Determine if the PDF File is Properly Taggedâ on page 23.<br /></p><br /><p>Step 6: Determine if the PDF File is Properly Tagged<br />The easiest way to determine if the PDF file has been properly tagged is to use the TouchUp Reading Order <br />Tool (See â TouchUp Reading Order Tool (TURO)â on page 23)<br /></p><br /><p> From the menu, select Advanced &gt; Accessibility &gt; Touchup Reading Order.... (Keyboard <br />Accelerator is ALT + AAT)<br /></p><br /><p>The Touch Up Reading Order Tool divides a tagged page into shaded segments. Each segment is numbered <br />indicating the read order of the item on the page. You can also verify the read order of items on the page by <br />displaying the order panel from the Touch Up Read Order Tool.<br /></p><br /><p>Note: If you are certain the PDF document is properly tagged, you can skip this discussion and <br />proceed to âStep 7: Use the Accessibility Checker to Evaluate the PDF Fileâ on page 44.<br /></p><br /><p>TouchUp Reading Order Tool (TURO)<br />The TouchUp Reading Order tool provides the easiest and quickest way to fix reading order and basic <br />tagging problems. When you select the TouchUp Reading Order tool, a dialog box opens that lets you see <br />overlay highlights that show the order of page content. Each highlighted region is numbered and highlighted <br />with gray or colored blocks; the number indicates the regionâs placement in the pageâs reading order. After <br />you check the reading order of the page, you can correct other, more subtle tagging issues as needed.<br /></p><br /><p>The TouchUp Reading Order tool is intended for repairing PDFs that were tagged using Acrobat, not for <br />repairing PDFs that were tagged during conversion from an authoring application. Whenever possible, you <br />should return to the source file and add accessibility features in the authoring application. Repairing the <br />original file ensures that you donât have to repeatedly touch up future iterations of the PDF in Acrobat.<br /></p><br /><p>You use the TouchUp Reading Order tool to perform the following accessibility tasks:<br /></p><br /><p> Visually check, and then repair, the reading order of page content</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow24 |</p><br /><br /></div><div><br /> Tag fillable form fields and their labels<br /></p><br /><p> Add alternative text to figures and descriptions to form fields<br /></p><br /><p> Fix the tagging of simple tables, and prepare complex tables for more advanced manipulation in the <br />logical structure tree<br /></p><br /><p> Remove nonessential content, such as ornamental page borders, from the logical structure tree<br /></p><br /><p>Figure 16 TouchUp Reading Order Dialog<br /></p><br /><p>Selecting the TouchUp Reading Order Tool<br /></p><br /><p>To select the TouchUp Reading Order Tool, do one of the following: <br /></p><br /><p> Choose Advanced &gt; Accessibility &gt; TouchUp Reading Order (ALT + AAT)<br /></p><br /><p> Choose Tools &gt; Advanced Editing &gt; TouchUp Reading Order Tool (ALT + TAG).<br /></p><br /><p> Click the TouchUp Reading Order tool button in the Advanced Editing toolbar.<br /></p><br /><p>When you select TouchUp Reading Order, a dialog box opens that lets you see overlay highlights that show <br />the order of page content (See âFigure 17 Result of Selecting the TouchUp Reading Order Toolâ on <br />page 25)</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 25</p><br /><br /></div><div><br />Each highlighted region is numbered and highlighted with gray or colored blocks; the number indicates the <br />regionâs placement in the pageâs reading order.l<br /></p><br /><p>Figure 17 Result of Selecting the TouchUp Reading Order Tool<br /></p><br /><p>TouchUp Reading Order Tool Options<br /></p><br /><p>You can select TouchUp Reading Order options from the dialog box, from the pop-up menu that appears <br />when you right-click a highlighted region, or from the Options menu in the Order tab. The TouchUp <br />Reading Order tool includes the following options:<br /></p><br /><p>⢠Text . Tags the selection as text. <br /></p><br /><p>⢠Figure . Tags the selection as a figure. Text contained within a figure tag is defined as part <br />of the image and is not read by screen readers. <br /></p><br /><p>⢠Form Field . Tags the selection as a form field. <br /></p><br /><p>⢠Figure/Caption . Tags a selected figure and caption as a single tag. Any text contained in <br />the tag is defined as a caption. Useful for tagging photos and captions and preventing <br />caption text from being incorrectly added to adjacent text blocks. Figures may require <br />alternate text. <br /></p><br /><p>⢠Heading 1, Heading 2, Heading 3 . Tags the selection as a first, second, or third level <br />heading tag. You can convert heading tags to bookmarks to help users navigate the <br />document. <br /></p><br /><p>⢠Table . Tags the selection as a table after the selection is analyzed to determine the location <br />of headings, columns, and rows. <br /></p><br /><p>⢠Cell . Tags the selection as a table or header cell. Use this option to merge cells that are <br />incorrectly split. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow26 |</p><br /><br /></div><div><br />⢠Formula . Tags the selection as a formula. Because speech software may handle formula <br /></p><br /><p>tags differently from normal text, you may want to add a description using alternate text. <br /></p><br /><p>⢠Background . Tags the selection as a background element, or artifact, removing the item <br />from the tag tree so that it doesnât appear in the reflowed document and isnât read by <br />screen readers. <br /></p><br /><p>⢠Table Editor . Automatically analyzes the selected table into cells and applies the <br />appropriate tags. The table must be tagged as a table before you can use the Table Editor <br />command on it. <br /></p><br /><p>⢠Show Page Content Order . Shows content elements as highlighted areas that contain <br />numbers to indicate the reading order. The rectangle next to this entry is a color swatch. <br />Specify the desired highlight color for page content order by clicking the color swatch. <br /></p><br /><p>⢠Show Table Cells . Highlights the content of individual table cells. The rectangle next to <br />this entry is a color swatch. Specify the highlight color for Table Cells by clicking the color <br />swatch. <br /></p><br /><p>⢠Show Tables And Figures . Outlines each table and figure with a crossed-out box. The <br />box also indicates whether the element includes alternate text. The rectangle next to this <br />entry is a color swatch. Specify the highlight color for Tables and Figures by clicking the <br />color swatch. <br /></p><br /><p>⢠Clear Page Structure . Removes the tagging structure from the page. Use this option to <br />start over and create a new structure if the existing structure contains too many problems. <br /></p><br /><p>⢠Show Order Panel . Opens the Order tab to allow you to reorder highlighted content. <br /></p><br /><p>⢠Edit Alternate Text . Available in the menu that appears when you right-click a <br />highlighted figure. Allows the user to add or edit a text description about the figure <br />properties that is read by a screen reader or other assistive technology. <br /></p><br /><p>⢠Edit Form Field Text . Available in the menu that appears when you right-click a form <br />field. Allows the user to add or edit a form field text description that is read by a screen <br />reader or other assistive technology. <br /></p><br /><p>⢠Edit Table Summary . Available in the menu that appears when you right-click a <br />highlighted table. Allows the user to add or edit a text description about the table <br />properties that is read by a screen reader or other assistive technology.<br /></p><br /><p>Tips for using the TouchUp Reading Order tool<br /></p><br /><p>When using the TouchUp Reading Order tool, you should be mindful of the following tips for use:<br /></p><br /><p> Save the document (or a copy of it) before you use the TouchUp Reading Order tool. You canât use <br />Undo to reverse changes made with this tool, so reverting to a saved document is the only way to <br />undo such a change. <br /></p><br /><p> Choose View &gt; Page Display &gt; Single Page, when using the TouchUp Reading Order tool. When <br />you click the Clear Structure button, Acrobat clears tags from all visible pagesâeven pages that are <br />only partially visible. <br /></p><br /><p>Checking Read Order with the Touch Up Read Order Tool<br />You can quickly check the reading order of tagged PDFs by using the TouchUp Reading Order tool. You can <br />also use this tool to add alternate text to images and correct many types of tagging problems that are outlined <br />in the report that Acrobat generates when you add tags to a PDF. <br /></p><br /><p>Reading-order problems are readily apparent when you use the TouchUp Reading Order tool. Each section <br />of contiguous page content appears as a separate highlighted region and is numbered according to its <br />placement in the reading order. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 27</p><br /><br /></div><div><br />Within each region, text is ordered left to right and top to bottom. (You can change this order in the <br />TouchUp preferences.) If a single highlighted region contains two columns of text or text that wonât flow <br />normally, divide the region into parts that can be reordered. Because highlighted regions are rectangular, <br />they may overlap somewhat, especially if their page content is irregularly shaped. Unless page content <br />overlaps or is contained within two highlighted regions, no reading order problem is indicated. Page content <br />should belong to no more than one highlighted region. <br /></p><br /><p>You can change the reading order of the highlighted regions by moving an item in the Order Panel or by <br />dragging it on the page in the document pane. By reordering highlighted regions on the page, you can make <br />a figure and caption read at the specific point that they are referenced in the text. By changing the order of a <br />highlighted region, you effectively change the reading order of that item without changing the actual <br />appearance of the PDF.<br /></p><br /><p>Check reading order with the TouchUp Reading Order tool<br /></p><br /><p> Select the TouchUp Reading Order tool. <br /></p><br /><p> In the TouchUp Reading Order dialog box, select Show Page Content Order. <br /></p><br /><p>Note: If highlighted regions donât appear in the document pane, the document doesnât contain <br />tags. You will need to tag the document (See â What to do if the PDF File is Not Taggedâ <br />on page 22)<br /></p><br /><p>Optionally, do any of the following: <br /></p><br /><p> To specify a highlight color, click the color swatch, and then click the color you want.<br /></p><br /><p> To highlight tables and figures, and to view alternate text for figures, select Show Tables And <br />Figures.<br /></p><br /><p> Check the reading order of text within each highlighted region. Zooming in can make this step <br />easier. <br /></p><br /><p> Check the numbered order of all highlighted regions. If consecutive, numbered regions donât <br />follow one another, reorder them in the Order tab. <br /></p><br /><p> Click Show Order Panel, and then select each content entry (in square brackets [ ]) in the Order tab <br />to highlight that content region in the document pane. Use this method to find numbered regions <br />that you canât see or locate on the page.<br /></p><br /><p>Change the reading order by dragging on the page<br /></p><br /><p> Select the TouchUp Reading Order tool. <br /></p><br /><p> In the TouchUp Reading Order dialog box, select Show Page Content Order. <br /></p><br /><p> In the document pane, place the pointer over the number for the highlighted region you want to <br />move, and drag it to where you want it to be read. The text-insertion pointer shows target locations <br />within the text. <br /></p><br /><p>When you release the highlighted region, the location of the text-insertion pointer becomes the <br />dividing line as the underlying highlighted region is split into two new highlighted regions. All <br />highlighted regions are renumbered to show the new reading order. <br /></p><br /><p>Change the reading order using the Order panel<br /></p><br /><p> Select the TouchUp Reading Order tool. <br /></p><br /><p> In the TouchUp Reading Order dialog box, click Show Order Panel. <br /></p><br /><p> In the Order tab, navigate to view a list of highlighted regions that appear in the document pane. <br /></p><br /><p>In the Order tab, drag the tag for a highlighted region to the location you want. As you drag, a line <br />appears to show potential locations. After you drag an item to a new location, the highlighted </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow28 |</p><br /><br /></div><div><br />regions are renumbered to show the new reading order. You can select and move multiple, adjacent <br />regions (See âFigure 25 Acrobat 9 Pro Order Panelâ on page 38).<br /></p><br /><p>Editing Tags with the TouchUp Reading Order Tool<br />You can use the TouchUp Reading Order tool to create tags in untagged PDFs or to add new tags to an <br />existing structure. However, this manual tagging doesnât provide the same level of detail to the tagging <br />structure as the Add Tags To Document command, such as paragraphs, bulleted and numbered lists, line <br />breaks, and hyphens. Before you clear the existing structure, make sure that manual tagging is your only <br />recourse.<br /></p><br /><p>Tag a region<br /></p><br /><p> Using the TouchUp Reading Order tool, drag within the document pane to select a region of the <br />page that contains one type of content (for example, a text block). <br /></p><br /><p>Do one of the following: <br /></p><br /><p> To add more page content to the current selection, Shift-drag.<br /></p><br /><p> To remove page content from the current selection, Ctrl-drag/Command-drag.<br /></p><br /><p>Click the appropriate button in the TouchUp Reading Order dialog box to specify the tag type.<br /></p><br /><p>Change the tag for a region<br /></p><br /><p>If Acrobat tags a page element incorrectly, you can change the tag type for the highlighted region. <br /></p><br /><p> Select the TouchUp Reading Order tool. <br /></p><br /><p> In the TouchUp Reading Order dialog box, select Show Page Content Order. <br /></p><br /><p>To select a highlighted region, do one of the following: <br /></p><br /><p> Drag to select it.<br /></p><br /><p> Click the number of a highlighted region.<br /></p><br /><p> Click the button for the tag type that you want for the highlighted region. <br /></p><br /><p>Add or remove content from a tagged region<br /></p><br /><p>The TouchUp Reading Order tool always displays as few highlighted regions as possible. If content within a <br />highlighted region doesnât flow properly, you may need to split a region to reorder it. Highlighted regions <br />may also contain adjacent page content that is unrelated or that requires a different tag type. Page content <br />may become orphaned from related elements, particularly if the content doesnât fit within a rectangular <br />shape. Use the TouchUp Reading Order tool to add or remove content from a region, or to split a region to <br />reorder the content.<br /></p><br /><p> Select the TouchUp Reading Order tool. <br /></p><br /><p> In the TouchUp Reading Order dialog box, select Show Page Content Order. <br /></p><br /><p> In the document pane, select a highlighted region. <br /></p><br /><p>Do one of the following: <br /></p><br /><p> To add content to the current selection, Shift-click the content you want to add. The pointer <br />changes to include a plus sign (+).<br /></p><br /><p> To remove content from the current selection, Ctrl-click/Command-click the content you want to <br />remove. The pointer changes to include a minus sign (-).<br /></p><br /><p>Click the button for the tag type that you want for the highlighted region. <br /></p><br /><p>Split a region into two regions<br /></p><br /><p> Select the TouchUp Reading Order tool. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 29</p><br /><br /></div><div><br /> In the TouchUp Reading Order dialog box, select Show Page Content Order. <br /></p><br /><p> In the document pane, drag to select a small portion of content near the boundary of the first region <br />that you want to create. <br /></p><br /><p> Click the Background button in the dialog box. The highlighted region splits into two regions, <br />numbered from right to left. <br /></p><br /><p> If you need to correct the reading order, click Show Order Panel, and drag the new highlighted <br />region to the correct location in the Order tab. <br /></p><br /><p>Drag to select the first content region you created, including the region you defined as Background, and then <br />set the tag by clicking a button in the TouchUp Reading Order dialog box.<br /></p><br /><p>Apply a heading tag<br /></p><br /><p>To help readers navigate a document and find the information they need, make sure that headings are tagged <br />with the appropriate level to indicate their hierarchy in the content. <br /></p><br /><p> Select the TouchUp Reading Order tool, and then select the heading text in the PDF. <br /></p><br /><p> In the TouchUp Reading Order dialog box, click the button corresponding to the appropriate <br />heading tag (for example, Heading 1, Heading 2). <br /></p><br /><p>Remove page elements from the tag structure<br /></p><br /><p>When tagging a PDF, Acrobat canât always distinguish between instructive figures and decorative page <br />elements. Items that visually enhance page layout, such as decorative borders, lines, or background elements, <br />can add clutter to the structure layout and should be removed. Therefore, Acrobat may incorrectly tag <br />artifacts or page elements as figure tags. You can remove artifacts and irrelevant page elements from the tag <br />structure by redefining them with the Background tag or by deleting their tags. If a tagged image in the <br />document doesnât contain useful or illustrative information for the user, you can remove the element from <br />the tagging structure so that it isnât read out loud or reflowed.<br /></p><br /><p> Select the TouchUp Reading Order tool. <br /></p><br /><p> In the TouchUp Reading Order dialog box, select Show Page Content Order and Show Tables And <br />Figures. <br /></p><br /><p> Remove the page element by doing one of the following: <br /></p><br /><p> In the document pane, select the page element, and then click Background in the dialog box.<br /></p><br /><p>In the Order tab, select the page element, and then press Delete.<br /></p><br /><p>Apply a figure tag<br /></p><br /><p>You can select an element and define it as a figure by using the TouchUp Reading Order tool. Once you <br />define it as a figure, you can add alternate text to describe the figure.<br /></p><br /><p> Using the TouchUp Reading Order tool, select the figure. <br /></p><br /><p> In the TouchUp Reading Order dialog box, click Figure. <br /></p><br /><p> In the document pane, right-click the region and choose Edit Alternate Text. <br /></p><br /><p>Enter alternate text, and click OK. <br /></p><br /><p>Using TouchUp Reading Order to Check and Correct Figure Tags<br />You can use the TouchUp Reading Order tool to identify and correct tagging results for figures. Determine <br />whether figures include or require alternate text in order to be read correctly with assistive technologies. <br />Ideally, figure tags should identify image content that is meaningful to the document as a whole, such as <br />graphs or illustrative photographs. If background elements that shouldnât be read are tagged as figures, <br />redefine them as background.<br /></p><br /><p> Select the TouchUp Reading Order tool, and then click Show Tables And Figures in the dialog box. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow30 |</p><br /><br /></div><div><br />Do any of the following: <br /></p><br /><p> If a figure isnât tagged as a figure, select the content region you want, and then click Figure or <br />Figure/Caption in the dialog box.<br /></p><br /><p> To remove text that was incorrectly combined with a figure, drag to select the text, and click the <br />Text button in the dialog box.<br /></p><br /><p>To include a caption that is grouped with the figure, select the figure and caption, and click the Figure/<br />Caption button in the dialog box.<br /></p><br /><p>Adding Alternate Text with the TouchUp Reading Order Tool<br /></p><br /><p>If you want screen readers to describe graphical elements that illustrate important concepts in a document, <br />you must provide the description using alternate text. Figures arenât recognized or read by a screen reader <br />unless you add alternate text to the tag properties. If you apply alternate text to text elements, only the <br />description, not the actual text, is read. <br /></p><br /><p> Select the TouchUp Reading Order tool. <br /></p><br /><p> Select Show Tables And Figures in the dialog box. Figures that are missing Alternate Text will have <br />a flag indicating âFigure - No alternate text existsâ (See âFigure 18 Add / Edit Alternate Text with <br />TouchUp Reading Orderâ on page 30).<br /></p><br /><p> Right-click the figure, and choose Edit Alternate Text from the pop-up menu. (See âFigure 18 Add <br />/ Edit Alternate Text with TouchUp Reading Orderâ on page 30)<br /></p><br /><p>In the Edit Alternate Text dialog box, type a new (or edit an existing) description for the figure, and then <br />click OK (See âFigure 19 TouchUp Reading Order Alternate Text Dialogâ on page 31) <br /></p><br /><p>Figure 18 Add / Edit Alternate Text with TouchUp Reading Order</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 31</p><br /><br /></div><div><p>Figure 19 TouchUp Reading Order Alternate Text Dialog<br /></p><br /><p>Using the TouchUp Reading Order Tool Table Editor<br />Tables pose a special challenge for screen readers because they present textual or numerical data to be easily <br />referenced visually. Content within table cells can be complex and might contain lists, paragraphs, form <br />fields, or another table.<br /></p><br /><p>The TouchUp Reading Order Table Editor automatically analyzes the selected table into cells and applies the <br />appropriate tags. The table must be tagged as a table before you can use the Table Editor command on it. <br /></p><br /><p>For best results when tagging tables, use the application that you created the document with to add tags <br />when you create the PDF. If a PDF isnât tagged, you can add tags by using the Add Tags To Document <br />command. Most tables are properly recognized using this command; however, the command may not <br />recognize a table that lacks clear borders, headings, columns, and rows. Use the TouchUp Reading Order <br />tool to determine if the table has been properly recognized and to correct recognition problems. To add <br />specialized formatting to tables and table cells, use the Tags tab.<br /></p><br /><p>You can use the Table Editor to automatically analyze a table into its components and apply the appropriate <br />tags, but you may still need to check and correct some of these tags manually. By viewing table tags, you can <br />determine whether columns, rows, and cells have been correctly identified. Tables that lack well-defined <br />borders and rules are often tagged incorrectly or contain adjacent page elements. You can correct poorly <br />tagged tables by selecting and redefining them; you can split combined cells by creating a tag for each cell. <br /></p><br /><p> Select the TouchUp Reading Order tool, and then click Show Tables And Figures. <br /></p><br /><p> If the table isnât clearly labeled in the document pane, drag to select the entire table, and then click <br />Table in the dialog box. <br /></p><br /><p> Click Show Table Cells to make sure that all cells in the table are defined as individual elements.<br /></p><br /><p>If cells donât appear as separate elements, do one of the following: <br /></p><br /><p> If one or more cells are merged, use the TouchUp Reading Order tool to select the area within a <br />single cell, and then click Cell in the dialog box. Repeat for each merged cell.<br /></p><br /><p> If cells arenât highlighted, the table might not use standard table formatting. Re-create the table in <br />the authoring application.<br /></p><br /><p>Add a Table Summary<br /></p><br /><p> With the cursor over the table, right click to add a Table Summary. The Edit Table Summary option <br />is available in the menu that appears when you right-click a highlighted table. This allows the user <br />to add or edit a text description about the table properties that is read by a screen reader or other <br />assistive technology.<br /></p><br /><p>Place the Table in Editing Mode<br /></p><br /><p>There are two ways to place Tables in Table Editing Mode with the TouchUp Reading Order Tool:</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow32 |</p><br /><br /></div><div><br /> With the cursor over the table, right click to select Table Editor from the drop down list to place the <br /></p><br /><p>table in Table Editing mode.<br /></p><br /><p> You can also click the Show Order Panel in the TouchUp Reading Order dialog and select the table <br />from the Order Panel. One technique is to highlight the snippets of text in the Order Panel that <br />match the headings of the first row in the table. This often activates the Table Editor when it cannot <br />otherwise be activated. You then select the Table Editor button on the TouchUp Reading Order <br />dialog to place the table in Table Editing Mode (See âFigure 20 Using the Order Panel to Activate <br />the Table Editorâ on page 32)<br /></p><br /><p>Figure 20 Using the Order Panel to Activate the Table Editor<br />Once in Table Editing Mode, the borders of the table cells are highlighted. You can change the color of the <br />border to suit your needs (See âFigure 21 Table Editing Modeâ on page 33). You can select individual cells <br />by clicking within the borders with the mouse. You can select multiple table cells by holding down Shift and <br />clicking. This is an effecient method for selecting the first row of data cells in a table which need to be <br />changed to header cells.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 33</p><br /><br /></div><div><p>Figure 21 Table Editing Mode<br />Once in Table Editing Mode, you can right click to display the Table Cell Properties dialog or the Table <br />Editor Options dialog. <br /></p><br /><p>The Table Cell Properties dialog (See âFigure 22 Table Cell Propertiesâ on page 34) allows you to: <br /></p><br /><p> Specify the type of cell the selected cell should be, whether a Header cell or Data cell<br /></p><br /><p> Set the cells attibutes for row span and column span. Assign a unique header ID for Table Headers <br />or associate Data cells with Header IDs that have been created for the table</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow34 |</p><br /><br /></div><div><p>Figure 22 Table Cell Properties<br />The Table Editor Options dialog allows users to control how table cells and table headers are displayed by <br />Acrobat when using the TouchUp Reading Order Table Editor (See âFigure 23 Table Editor Optionsâ on <br />page 34).<br /></p><br /><p>Figure 23 Table Editor Options<br /></p><br /><p>Note: To correct complex tagging problems for tables, you often must use the Tags Panel. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 35</p><br /><br /></div><div><br />Remove or replace document structure tags<br />If the tags in a PDF file in Acrobat appear to be overly complicated you can try retagging an already tagged <br />document. To do this, you must first remove all existing tags from the tree. <br /></p><br /><p>If adding tags to a PDF in Adobe Acrobat results in a tagging structure that is overly complicated or too <br />problematic to fix, you can use the TouchUp Reading Order tool to remove or replace the current structure. <br />If the document contains mostly text, you can select a page and then remove headings, tables, and other <br />elements to create a cleaner, simpler tagging structure. <br /></p><br /><p>Acrobat can retag an already tagged document after you first remove all existing tags from the tree. <br /></p><br /><p>Replace the existing tag structure<br />This procedure works best in pages that contain a single column of text. If the page contains multiple <br />columns, each column must be selected and tagged individually.<br /></p><br /><p> Select the TouchUp Reading Order tool. <br /></p><br /><p> In the document pane, drag to select the entire page. The selection includes both text and nontext <br />elements. <br /></p><br /><p> Ctrl-drag/Command-drag around nontext page elementsâsuch as figures and captionsâto <br />deselect them, until only text is selected on the page. Click Text in the TouchUp Reading Order <br />dialog box. <br /></p><br /><p>In the document pane, select a nontext page element, such as a figure and caption, and click the appropriate <br />button in the dialog box to tag it. Repeat until all page content is tagged. <br /></p><br /><p>Remove all tags from a PDF<br /> Open the Tags tab (View &gt; Navigation Panels &gt; Tags) and select the root (topmost) tag, Tags. <br /></p><br /><p> In the Tags tab, choose Options &gt; Delete tag. <br /></p><br /><p>Note: The Clear Page Structure command in the TouchUp Reading Order dialog box removes all <br />tags from the currently visible pages.<br /></p><br /><p>Complex Structures<br />While you can use the TouchUp Reading Order tool to create tags in untagged PDFs or to add new tags to an <br />existing structure, this manual tagging doesnât provide the same level of detail to the tagging structure as the <br />Add Tags To Document command, such as paragraphs, bulleted and numbered lists, line breaks, and <br />hyphens. Before you clear the existing structure, make sure that manual tagging is your only recourse.<br /></p><br /><p>To perform more advanced reading order and tagging tasksâsuch as fixing complex tables, removing <br />obsolete tags after you delete pages, and adding alternative text to linksâyou may need to use the Content <br />Panel and the Tags panel, which provide an alternate set of tools and features for manipulating PDF tags. <br /></p><br /><p>Content Panel<br />Use the Content Panel to correct reflow problems in a PDF that canât be corrected by using the TouchUp <br />Reading Order tool. Because you can damage a PDF by editing content objects, make sure that youâre <br />familiar with PDF structure before you change anything. For comprehensive information about PDF <br />structure, see the PDF Reference Sixth Edition: Adobe Portable Document Format Version 1.7, on the PDF <br />reference page (English only) of the Adobe website.<br /></p><br /><p>The Content Panel provides a hierarchical view of the objects that make up a PDF, including the PDF object <br />itself. Each document includes one or more pages, a set of annotations (such as comments and links), and <br />the content objects for the page, consisting of containers, text, paths, and images. Objects are listed in the </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow36 |</p><br /><br /></div><div><br />order in which they appear on the page, similar to tags in the logical structure tree. However, PDFs donât <br />require tags for you to view or change the object structure. <br /></p><br /><p> Choose View &gt; Navigation Panels &gt; Content.<br /></p><br /><p>The Content Panel may open in the document viewing area. It may be part of a panel group that also <br />includes the Order Panel and the Tags Panel. You can drag the individual panel and dock it in the <br />Navigation pane. You can also a the menu command to dock all panels in the Navigation Pane:<br /></p><br /><p> View &gt; Navigation Panels &gt; Dock All Panels (ALT + VNK) <br /></p><br /><p>Click the plus sign (+) (Windows) or the triangle (Mac OS) next to the document name to view pages and <br />objects.<br /></p><br /><p>Note: You may find it helpful to have Acrobat highlight items in the document view when the <br />associated item in the Content Panel is selected. From the Content Panel Options Menu, <br />select âHighlight Contentâ (See âFigure 24 Set Highlighting On for the Content Panelâ on <br />page 36). <br /></p><br /><p>Move a container or object by selecting it and doing one of the following: <br /></p><br /><p> Drag it to the location you want. <br /></p><br /><p> Choose Cut from the Options menu, select the tag above the location you want to paste the cut tag, <br />and choose Paste from the Options menu<br /></p><br /><p>.<br /></p><br /><p>Figure 24 Set Highlighting On for the Content Panel<br /></p><br /><p>Note: Container elements canât be pasted directly to page elements. To move a container to <br />another page, cut the container you want to move, select a container on the page you <br />want to move the container to, and choose Paste from the Options menu. Then, drag the <br />container out one level to the location that you want. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 37</p><br /><br /></div><div><br />Content Tab Options<br /></p><br /><p>In the Content tab, use the Options menu or right-click an object to choose from the following options:<br /></p><br /><p>⢠New Container . Adds a new container object at the end of the selected page or container. <br /></p><br /><p>⢠Edit Container Dictionary . Specifies the dictionary for the container. Errors in this <br />dialog box may damage the PDF. Available only for containers that include dictionaries. <br /></p><br /><p>⢠Cut . Cuts and copies the selected object (not the related page content). <br /></p><br /><p>⢠Paste . Pastes content directly below the selected object at the same hierarchical level. <br /></p><br /><p>⢠Paste Child . Pastes content into the selected object as a child content item. <br /></p><br /><p>⢠Delete . Removes the object (not the related page content) from the document. <br /></p><br /><p>⢠Find Content From Selection . Searches for the object in the Content tab that contains <br />the object selected in the document pane. <br /></p><br /><p>⢠Find . Searches for unmarked (untagged) artifacts, content, comments, and links. Options <br />allow you to search the page or document, and to add tags to found items. <br /></p><br /><p>⢠Create Artifact . Defines selected objects as artifacts. Artifacts are not read by a screen <br />reader or by the Read Out Loud feature. Page numbers, headers, and footers are often best <br />tagged as artifacts. <br /></p><br /><p>⢠Remove Artifact . Removes the artifact definition from the selected object. <br /></p><br /><p>⢠Highlight Content . When selected, highlights appear in the document pane around <br />content that relates to a selected object in the Content tab. <br /></p><br /><p>⢠Show Metadata . Allows viewing and editing of image or object metadata. <br /></p><br /><p>⢠Properties . Opens the TouchUp Properties dialog box. <br /></p><br /><p>Order Panel<br />You can change the reading order of the highlighted regions by moving an item in the Order tab or by <br />dragging it on the page in the document pane. By reordering highlighted regions on the page, you can make <br />a figure and caption read at the specific point that they are referenced in the text. By changing the order of a <br />highlighted region, you effectively change the reading order of that item without changing the actual <br />appearance of the PDF.<br /></p><br /><p>To select the Order Panel, do one of the following:<br /></p><br /><p> Select the TouchUp Reading Order tool. In the TouchUp Reading Order dialog box, click Show <br />Order Panel. <br /></p><br /><p> From the Acrobat menu select View &gt; Navigation Panels &gt; Order (ALT + VNO)<br /></p><br /><p>The Order Panel may open in the document viewing area. It may be part of a panel group that also includes <br />the Content Panel and the Tags Panel. You can drag the individual panel and dock it in the Navigation pane. <br />You can also use a menu command to dock all panels in the Navigation Pane:<br /></p><br /><p> View &gt; Navigation Panels &gt; Dock All Panels (ALT + VNK) <br /></p><br /><p>To change the order of content using the Order Panel:<br /></p><br /><p> In the Order panel, navigate to view a list of highlighted regions that appear in the document pane. <br /></p><br /><p>In the Order tab, drag the tag for a highlighted region to the location you want. As you drag, a line <br />appears to show potential locations. After you drag an item to a new location, the highlighted <br />regions are renumbered to show the new reading order. You can select and move multiple, adjacent <br />regions. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow38 |</p><br /><br /></div><div><p>Figure 25 Acrobat 9 Pro Order Panel<br /></p><br /><p>Tags Panel<br />The Tags Panel allows you to view and edit tags in the logical structure tree, or tags tree, of a PDF. In the <br />Tags Panel, tags appear in a hierarchical order that indicates the reading sequence of the document. The first <br />item in this structure is the Tags root. All other items are tags and are children of the Tags root. Tags use <br />coded element types that appear in angle brackets (&lt; &gt;). Each element, including structural elements such as <br />sections and articles, appears in the logical structure order by type, followed by a title and the elementâs <br />content or a description of the content. Structural elements are typically listed as containerâor parentâtags <br />and include several smaller elementsâor child tagsâwithin them.<br /></p><br /><p>Though you can correct most tagging issues by using the TouchUp Reading Order tool, you must use the <br />Tags Panel to address detailed tagging of tables and substructure itemsâsuch as paragraphs, lists, and <br />sections that require multiple languages. Add tags manually to a document using the Tags tab only as a last <br />resort. First consider using the Add Tags To Document feature.<br /></p><br /><p>Note: Important: Operations performed in the Tags tab cannot be undone with the Undo <br />command. Save a backup copy of a document before you begin work on it in the Tags tab.<br /></p><br /><p>To select the Tags Panel:<br /></p><br /><p> Choose View &gt; Navigation Panels &gt; Tags. <br /></p><br /><p>Then do one of the following: <br /></p><br /><p> Expand the tag for the section you want.<br /></p><br /><p> Ctrl-click the plus sign (Windows) or Option-click the triangle (Mac OS) next to the Tags root to <br />show all tags in the logical structure tree.<br /></p><br /><p>Note: You may find it helpful to have Acrobat highlight items in the document view when the <br />associated item in the Tags Panel is selected. From the Content Panel Options menu, <br />select âHighlight Contentâ (See âFigure 26 Set Content Highlighting On for the Tags <br />Panelâ on page 39). </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 39</p><br /><br /></div><div><p>Figure 26 Set Content Highlighting On for the Tags Panel<br /></p><br /><p>Edit tags with the Tags Panel<br /></p><br /><p>You can edit a tag title, change a tag location, or change the tag type for an element. All page content must be <br />tagged, marked as an artifact, or removed from the logical structure tree.<br /></p><br /><p>To reveal the TouchUp Properties for any tag select the desired tag in the Tags panel and do one of the <br />following:<br /></p><br /><p> Right click and select Properties from the context menu<br /></p><br /><p> Select Properties from the Tags Panel Option Menu</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow40 |</p><br /><br /></div><div><p>Figure 27 Revealing TouchUp Properties for Tags <br /></p><br /><p>Edit a tag title<br /></p><br /><p> In the Tags tab, expand the section of the logical structure that you want to edit. <br /></p><br /><p> To edit the title, Select the tag, choose Properties from the Options menu, enter text in the Title box, <br />and click Close. <br /></p><br /><p>Move a tag<br /></p><br /><p> In the Tags tab, expand the Tags root to view all tags. <br /></p><br /><p> Select the Tag icon of the element that you want to move. <br /></p><br /><p>Do one of the following: <br /></p><br /><p> Drag the tag to the location you want. As you drag, a line appears at viable locations. <br /></p><br /><p> Choose Cut from the Options menu, and select the tag that appears above the location you want to <br />paste the cut tag. From the Options menu, choose Paste to move the tag to the same level as the <br />selected tag, or choose Paste Child to move the tag within the selected tag.<br /></p><br /><p>Change the element type<br /></p><br /><p> In the Tags tab, expand the section of the logical structure that you want to change. <br /></p><br /><p> Select an element and choose Properties from the Options menu. <br /></p><br /><p> Choose a new element type from the Type menu, and then click Close. <br /></p><br /><p>Tags tab options<br /></p><br /><p>In the Tags tab, use the Options menu or right-click a tag in the logical structure tree to choose from the <br />following options:</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 41</p><br /><br /></div><div><br />⢠New Tag . Creates a new tag in the logical structure tree after the currently selected item. <br /></p><br /><p>Specify type and title of the new tag. <br /></p><br /><p>⢠Cut . Removes the selected tag from its current location and puts it on the clipboard. <br /></p><br /><p>⢠Paste . Places the tag thatâs on the clipboard into the location specified, replacing the <br />selected tag. <br /></p><br /><p>⢠Paste Child . Places the tag thatâs on the clipboard into the location specified, as a child of <br />the selected tag. <br /></p><br /><p>⢠Delete Tag . Removes the selected tag. <br /></p><br /><p>⢠Find Tag From Selection . Searches for the tag in the Tags tab that contains the text or <br />object selected in the document pane. <br /></p><br /><p>⢠Create Tag From Selection . Creates a new tag in the logical structure tree after the item <br />selected in the document pane. Specify type and title of the new tag. <br /></p><br /><p>⢠Find . Searches for artifacts, OCR suspects, and unmarked (untagged) content, comments, <br />links, and annotations. Options allow you to search the page or document and add tags to <br />found items. <br /></p><br /><p>⢠Change Tag To Artifact . Changes selected tags to artifacts and removes the tagged <br />content from the structure tree. <br /></p><br /><p>⢠Copy Contents To Clipboard . Copies all content contained within the selected tags. <br /></p><br /><p>⢠Edit Class Map . Allows you to add, change, and delete the class map, or style dictionary, <br />for the document. Class maps store attributes that are associated with each element. <br /></p><br /><p>⢠Edit Role Map . Allows you to add, change, and delete role maps for the document. Role <br />maps allow each document to contain a uniquely defined tag set. By mapping these <br />custom tags to predefined tags in Acrobat, custom tags are easier to identify and edit. <br /></p><br /><p>⢠Tag Annotations . When selected, all new comments and form fields are added to the tag <br />tree after the selected tag element; existing comments and form fields arenât added to the <br />tag tree. Highlight and Underline comments are automatically associated and tagged with <br />the text that they annotate and donât require this option. <br /></p><br /><p>⢠Document Is Tagged PDF . Flags the PDF as a tagged document. Deselect to remove the <br />flag. <br /></p><br /><p>Important: This option doesnât necessarily indicate that the PDF conforms to PDF guidelines and <br />should be used judiciously. <br /></p><br /><p>⢠Highlight Content . When selected, causes highlights to appear around content in the <br />document pane when you select the related tag in the Tags tab. <br /></p><br /><p>⢠Show Metadata . Opens a read-only dialog box that contains reference information about <br />the selected tag. <br /></p><br /><p>⢠Properties . Opens the TouchUp Properties dialog box.<br /></p><br /><p>Add alternate text and supplementary information to tags<br /></p><br /><p>Some tagged PDFs might not contain all the information necessary to make the document contents fully <br />accessible. For example, if you want to make a document available to a screen reader, the PDF should <br />contain alternate text for figures, language properties for portions of the text that use a different language <br />than the default language for the document, and expansion text for abbreviations. Designating the <br />appropriate language for different text elements ensures that the correct characters are used when you <br />repurpose the document and that it is spell-checked with the correct dictionary. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow42 |</p><br /><br /></div><div><br />You can add alternate text and multiple languages to a tag from the Tags tab. (If only one language is <br />required, choose the language with File &gt; Properties instead.) You can also add alternate text by using the <br />TouchUp Reading Order tool.<br /></p><br /><p>Note: Note: Keep alternate text descriptions as concise as possible. <br /></p><br /><p>Add alternate text to links<br /></p><br /><p>Screen readers can read the URLs of web links out loud, but adding meaningful alternate text to links can <br />help users immensely. For example, by adding alternate text you can have a screen reader tell a user to âgo to <br />the Acrobat accessibility page of adobe.comâ rather than âgo to http://www.adobe.com/products/acrobat/<br />solutionsacc.html.â <br /></p><br /><p>You add alternate text to the &lt;Link&gt; tag of a link.<br /></p><br /><p>Note: Note: You must add alternate text only to tags that donât have child tags. Adding <br />alternate text to a parent tag prevents a screen reader from reading any of that tagâs child <br />tags. <br /></p><br /><p> In the tag tree, select the &lt;Link&gt; tag for the link and choose Options &gt; Properties. <br /></p><br /><p> In the TouchUp Properties dialog box, select the Tag tab. <br /></p><br /><p> Type alternate text for the link, and click Close. <br /></p><br /><p>Add alternate text for a figure<br /></p><br /><p> Choose View &gt; Navigation Panels &gt; Tags. <br /></p><br /><p> Expand the logical structure tree to find and select the &lt;Figure&gt; tag element for the image. <br /></p><br /><p>To find a tag more easily, use the TouchUp Reading Order tool to select the figureâor text near the <br />figureâin the document pane, and then choose Find Tag From Selection from the Options menu <br />in the Tags tab. <br /></p><br /><p> Choose Highlight Content from the Options menu in the Tags tab to see a highlighted area in the <br />document that corresponds to the tag. <br /></p><br /><p> Choose Properties from the Options menu in the Tags tab. <br /></p><br /><p> In the TouchUp Properties dialog box, click the Tag tab. <br /></p><br /><p> For Alternate Text, type text that describes the figure. <br /></p><br /><p>Add alternate text for an abbreviated term<br /></p><br /><p>In the Tags panel, locate the abbreviated term by doing one of the following: <br /></p><br /><p> Expand the tag tree as needed to see the elements that contain the abbreviation.<br /></p><br /><p> Use the TouchUp Text tool or the Select tool to select the abbreviation in the document, and then <br />choose Find Tag From Selection from the Options menu to locate the text in the tag tree.<br /></p><br /><p> Select the tag for that element, and choose Properties from the Options menu. <br /></p><br /><p>Note: Note: If the abbreviation includes additional text, cut the additional text and place it in a <br />new &lt;Span&gt; child tag within the same &lt;Span&gt; parent tag. <br /></p><br /><p> In the TouchUp Properties dialog box, select the Tag tab. <br /></p><br /><p> For Alternate Text, type the unabbreviated version of the term. <br /></p><br /><p>Click Close. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 43</p><br /><br /></div><div><br />Create a new child tag<br /></p><br /><p> In the Tags tab, select the parent node (the icon located at the same level at which you want to <br />create a child tag) in the Tags tree for which you want to create a child tag. <br /></p><br /><p> Choose New Tag from the Options menu. <br /></p><br /><p>Select the appropriate tag type from the Type pop-up menu, or type a custom tag type, name the tag <br />(optional), and then click OK. <br /></p><br /><p>Add tags to comments<br /></p><br /><p>When you tag a PDF that includes comments, the comments are tagged as well. However, if you add <br />comments to a PDF thatâs already tagged, your comments are untagged unless you enable comment tagging <br />first. <br /></p><br /><p>Note: To Enable comment tagging in a PDF, in the Tags tab, choose Tag Annotations from the <br />Options menu. Comments or markups that you add to the PDF are tagged automatically. <br /></p><br /><p>If a document contains untagged comments, you can locate them in the logical structure tree and tag them <br />by using the Find command in the Tags tab.<br /></p><br /><p> In the Tags tab, choose Find from the Options menu. <br /></p><br /><p> In the Find Element dialog box, choose Unmarked Comments from the Find pop-up menu, and <br />click Find. <br /></p><br /><p> When the comment type appears in the Type field (for example, Text), click Tag Element, choose <br />Annotation from the Type pop-up menu in the New Tag dialog box, and then click OK. <br /></p><br /><p>In the Find Element dialog box, click Find Next to locate and tag all comments, and then click Close. <br /></p><br /><p>Correct table tags with the Tags tab<br />Use the TouchUp Reading Order tool to make sure that tables are tagged correctly. If you need to structure <br />figures and text within the cells of your table, you may prefer to re-create the table in the authoring <br />application before you convert it as an accessible PDF. Adding tags on a cell level in Acrobat is a labor-<br />intensive procedure.<br /></p><br /><p>Before you make any changes to table elements, use the TouchUp Reading Order tool to determine that the <br />table is tagged correctly.<br /></p><br /><p>Check table elements<br /></p><br /><p> In the Tags tab, expand the tags root to view a table tag. <br /></p><br /><p> Select the table tag &lt;Table&gt; and verify that it contains one of the following elements: <br /></p><br /><p>Table Rows, each of which contains Table Header &lt;TH&gt; or Table Data &lt;TD&gt; cells.<br /></p><br /><p>&lt;THead&gt;, &lt;TBody&gt;, and &lt;TFoot&gt; sections, each of which contains Table Rows. (The Table Rows <br />contain &lt;TH&gt; cells, &lt;TD&gt; cells, or both.)<br /></p><br /><p>Do one or more of the following: <br /></p><br /><p> If the tag for the table doesnât contain these elements, but rows, columns, and cells appear in the <br />table in the document pane, use the TouchUp Reading Order tool to select and define the table or <br />individual cells.<br /></p><br /><p> If the table contains rows that span two or more columns, set ColSpan and RowSpan attributes for <br />these rows in the tag structure.<br /></p><br /><p> Re-create the table in the authoring application, and then convert it to a tagged PDF.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow44 |</p><br /><br /></div><div><br />Set ColSpan and RowSpan attributes<br /></p><br /><p> In the Tags tab, select a &lt;TD&gt; or &lt;TH&gt; element. <br /></p><br /><p> Choose Properties from the Options menu. <br /></p><br /><p> In the TouchUp Properties dialog box, click the Tag tab, and then click Edit Attribute Objects. <br /></p><br /><p> Select Attribute Objects, and then click New Item to create a new Attribute Object Dictionary. <br /></p><br /><p> Expand the new dictionary, select the Layout attribute, and then click Change Item. <br /></p><br /><p> Change the Layout value to Table. <br /></p><br /><p> Select the Attribute Object Dictionary, and click New Item. <br /></p><br /><p>In the Add Key And Value dialog box, type ColSpan or RowSpan in the Key box, enter the number of <br />columns or rows spanned in the Value box, choose Integer from the Value Type pop-up menu, and click <br />OK. <br /></p><br /><p>Step 7: Use the Accessibility Checker to Evaluate the PDF File<br /></p><br /><p>Note: The accessibility checker tools (Quick Check and Full Check) can help to identify areas of <br />documents that may be in conflict with Adobe's interpretations of the accessibility <br />guidelines referenced in the application and its documentation. However, these tools <br />donât check documents against all accessibility criteria, including those in such referenced <br />guidelines, and Adobe does not warrant that documents comply with any specific <br />guidelines or regulations.<br /></p><br /><p>Quick Check<br />Use Quick Check to check for document structure tags, searchable text, and appropriate security settings for <br />accessibility. This method is often the best way to check for accessibility before attempting to use a PDF.<br /></p><br /><p>Quick Check Results<br /></p><br /><p>⢠This document has logical structure but it is not a Tagged PDF. Some accessibility <br />information may be missing.â Quick Check has found an underlying document structure <br />in the document, so Acrobat will use the available document structure to control the <br />reading order, rather than analyzing the document itself. However, this untagged <br />document structure might be incomplete or unreliable, so assistive software and the <br />accessibility features in Acrobat (such as the Read Out Loud and the Save As Text features) <br />may not read the page properly. If the reading order of the page seems to be wrong, select <br />Override The Reading Order In Tagged Documents in the Reading panel of the <br />Preferences dialog box. <br /></p><br /><p>⢠This document is not structured, so the reading order may not be correct. Try different reading <br />orders using the Reading Preferences panel.â . Quick Check has found no underlying <br />document structure that Acrobat can use for reading order. Acrobat will analyze the <br />reading order of the document using the current analysis method set in the Reading Order <br />preference, but this PDF might not be read correctly by screen readers. If the reading order <br />seems wrong, select a different option for Reading Order in the Reading panel of the <br />Preferences dialog box. <br /></p><br /><p>⢠No accessibility problems were detected in this quick check. Choose the Full Check command to <br />check more thoroughly. Quick Check has found that the PDF contains searchable text, is <br />tagged, has an underlying document structure, and has no security settings that prohibit <br />access for screen readers. To check for other types of accessibility problems that may be <br />present in the PDF, use Full Check. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 45</p><br /><br /></div><div><br />⢠This documentâs security settings prevent access by screen readers. Quick Check has <br /></p><br /><p>found that the PDF has security settings that interfere with screen readersâ ability to extract <br />text for conversion to speech. You may be able to use a screen reader with this document if <br />your assistive technology product is registered with Adobe as a Trusted Agent. Contact <br />your assistive technology product vendor. <br /></p><br /><p>⢠This document appears to contain no text. It may be a scanned image. Quick Check has <br />found that the PDF contains no searchable text, probably because the document consists <br />entirely of one or more scanned images. This means that screen readers, Read Out Loud, <br />Reflow view, and most other accessibility featuresâwhich rely on text as inputâwill not <br />work with this document<br /></p><br /><p>Full Check<br />Use Full Check to perform a more thorough check for many characteristics of accessible PDFs, such as the <br />use of fonts that can be mapped reliably to Unicode text. <br /></p><br /><p>Full Check checks a PDF for many of the characteristics of accessible PDFs.<br /></p><br /><p>You can choose which kinds of accessibility problems to look for and how you want to view the results.<br /></p><br /><p> Choose Advanced &gt; Accessibility &gt; Full Check. <br /></p><br /><p> Select options for how you want to view the results.<br /></p><br /><p>You can save the results as an HTML file or as comments that are located where the accessibility problems <br />are detected. <br /></p><br /><p> Select a page range if you prefer to do a full check on individual sections of a document. <br /></p><br /><p>When you have a large document, running a full check one section at a time can be more efficient. <br /></p><br /><p> Select an accessibility standard (Adobe PDF, Section 508 (U.S.), or W3C ) from the Name menu, <br />and then select the accessibility options to check for. <br /></p><br /><p>The standard that you select in the Name menu determines which accessibility options are <br />available.<br /></p><br /><p> Click Start Checking. <br /></p><br /><p>The results are displayed in the left panel, which also has helpful links and hints for repairing issues (See <br />âFigure 28 Acrobat 9 Pro Accessibility Reportâ on page 46)<br /></p><br /><p>If you created a report in step 2, the results are available in the selected folder. Clicking on the links <br />highlights the problem areas in the document. The Accessibility Checker panel also provides hints for repair <br />which you should follow </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow46 |</p><br /><br /></div><div><p>Figure 28 Acrobat 9 Pro Accessibility Report<br />Because the Full Check feature is unable to distinguish between essential and nonessential content types, <br />some issues it reports donât affect readability. Itâs a good idea to review all issues to determine which ones <br />require correction.<br /></p><br /><p>Accessibility Full Check Options<br /></p><br /><p>⢠Create Accessibility Report . Creates an HTML report of accessibility issues, which is <br />opened in the navigation pane and saved in the location indicated by the Folder field. <br /></p><br /><p>⢠Include Repair Hints In Accessibility Report . Adds suggestions for fixing accessibility <br />problems to the HTML report or comments. <br /></p><br /><p>⢠Create Comments In Document . Adds comments to the document that indicate <br />accessibility problems. Delete all accessibility comments from the PDF after you repair the <br />accessibility issues. <br /></p><br /><p>⢠Page Range . The range of pages to check. <br /></p><br /><p>⢠Name . The set of accessibility criteria to check. For the Section 508 and W3C guidelines, <br />the options area includes a Browse button that links to the website for the respective <br />guidelines. Select Adobe PDF to choose from options for the Adobe PDF accessibility <br />standard<br /></p><br /><p>⢠Alternative Descriptions Are Provided . Checks for tagged figures that are missing <br />alternate text. <br /></p><br /><p>⢠Text Language Is Specified . Checks for paragraphs that donât have a language specified <br />for them. Setting the language for an entire document in the Document Properties dialog <br />box corrects all errors related to this option. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow | 47</p><br /><br /></div><div><br />⢠Reliable Character Encoding Is Provided . Checks for fonts that are inaccessible to <br /></p><br /><p>screen readers and other assistive software. Fonts must contain enough information for <br />Acrobat to correctly extract all the characters to text. If one or more fonts donât allow for <br />the correct extraction of all the characters, the PDF is inaccessible. <br /></p><br /><p>⢠All Content Is Contained In The Document Structure . Checks for page elements that <br />may have been overlooked during tagging. Adding these elements to the tag tree (if <br />necessary) ensures that a screen reader can present the content to a user. <br /></p><br /><p>⢠All Form Fields Have Descriptions . Checks for form fields that are missing descriptions. <br /></p><br /><p>⢠Tab Order Is Consistent With The Structure Order . Checks whether tags properly <br />reflect the documentâs structure. <br /></p><br /><p>⢠List And Table Structure Is Correct . Checks whether tags that have been generated for <br />lists and tables meet the requirements of tagged PDF. <br /></p><br /><p>Continue Checking Until All Issues are Addressed<br /></p><br /><p>Repeat the process of running the Accessibility Checker and using familiar repair techniques or following <br />the Hints for Repair until the Accessibility Checker indicates âThe checker found no problems in this <br />documentâ for the tests you have selected (See âFigure 29 A Successful Accessibility Checkâ on page 47)<br /></p><br /><p>Note: While the Accessibility Checker helps you evaluate the accessibility of your documents <br />and helps identify areas that may be in conflict with Adobe's interpretations of the <br />referenced guidelines, the Accessibility Checker does not check all accessibility guidelines <br />and criteria, including those in such referenced guidelines, and Adobe does not warrant <br />that your documents will comply with any specific guidelines or regulations. Please <br />consult with your legal counsel for guidance on compliance with the referenced <br />guidelines or any other accessibility guidelines.<br /></p><br /><p>Figure 29 A Successful Accessibility Check<br /></p><br /><p>Additional Validation Techniques<br />Of course, the best way to test the accessibility of a document is to attempt to use the document with the <br />tools that your readers will use. However, even if you donât have a screen reader or braille printer, you can <br />still use any of several methods provided by Acrobat for checking the accessibility of a PDF file.<br /></p><br /><p> Use Reflow view to quickly check reading order. <br /></p><br /><p> Use Read Out Loud to experience the document as it will be experienced by readers who use this <br />text-to-speech conversion tool.<br /></p><br /><p> Save the document as accessible text and then read the saved text file in a word-processing <br />application to experience the document as it will be experienced by readers who use a braille <br />printer.<br /></p><br /><p> Use the TouchUp Reading Order tool, Tags tab, and Content tab to examine the structure, reading <br />order, and contents of a PDF in detail.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Acrobat 9 Pro PDF Accessibility Repair Workflow48 |</p><br /><br /></div><div><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div><div><p> Creating Accessible PDF Files Using <br />Authoring Applications<br /></p><br /><p>Introduction<br />In many cases, you can create tagged PDFs from within an authoring application, such as Adobe <br />FrameMaker®, Adobe InDesign, Adobe LiveCycle Designer. This functionality extends to applications that <br />are not from Adobe Systems, such as Microsoft® Office and OpenOffice.org Writer. Creating tags in the <br />authoring application generally provides better results than adding tags in Acrobat. <br /></p><br /><p>In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many <br />popular authoring applications. PDFMaker provides conversion settings that let you create tagged PDFs in <br />Microsoft Excel, PowerPoint, and Word among others. <br /></p><br /><p>You can use either the toolbar buttons or the Adobe PDF menu (the Action menu in Lotus Notes) to create <br />PDFs, but the menu also provides access to conversion settings. Although many of the conversion options <br />are common to all authoring applications, a few are application-specific.<br /></p><br /><p>Note: For Microsoft Office 2007 applications such as Word, Excel, PowerPoint, and Access, the <br />options for creating PDFs are available from the Acrobat Ribbon. <br /></p><br /><p>In general, the following rules apply.<br /></p><br /><p> Design your source document with accessibility in mind<br /></p><br /><p> Do NOT use character formatting for headings, use the programâs styles.<br /></p><br /><p> Do add alternative text to graphics in the source file <br /></p><br /><p> Do use a table editor if available to create tables<br /></p><br /><p> Do NOT use a table editor to design layouts<br /></p><br /><p> Do generate the PDF file in a way that generates tags<br /></p><br /><p> Do set your PDF output preferences option to tagged PDF<br /></p><br /><p> Do check the results in Adobe Acrobat 9 Pro using Advanced &gt; Accessibility &gt; Full Check <br />(shortcut: Alt + A + A + F)<br /></p><br /><p> Do follow the suggestions for repair and repeat checking until no errors are detected<br /></p><br /><p>Create an Accessible Microsoft Word Document<br />You should author the original source document with accessibility in mind. This means you should add <br />structure to the document by using styles rather than character formats for such items as headings and lists. <br />You should also add alternate text descriptions to graphics that appear in the Word file using the format <br />picture dialog. You should use Wordâs column command and not tables to create multi-column documents. <br /></p><br /><p>Use Styles<br />Design your documents with styles. Styles add the structure necessary to make your documents usable to <br />people with disabilities.<br /></p><br /><p>Text<br />The default text style for Microsoft Word is Normal. <br /></p><br /><p> Text should be at least 12 point type. <br /></p><br /><p> Avoid using Microsoft Word text boxes.</p><br /><br /></div><div><p>49</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications50 |</p><br /><br /></div><div><br /> Avoid using Enter to create space between paragraphs. Use the space before and space after <br /></p><br /><p>properties in your styles <br /></p><br /><p>Headings<br />Use Styles to create heading formats. Title, Heading 1, Heading 2, Heading 3, etc. Make styles progress in a <br />logical manner , a Heading 2 should come after a Heading 1 <br /></p><br /><p>Word 2003 Headings<br /></p><br /><p>To create headings in Microsoft Word 2003 do the following<br /></p><br /><p> Format &gt; Styles and Formatting to reveal the styles and formatting task pane (See âFigure 30 <br />Microsoft Word 2003 Styles and Formattingâ on page 50).<br /></p><br /><p> Apply the appropriate heading from the Styles and Formatting panel to your document text <br /></p><br /><p>Figure 30 Microsoft Word 2003 Styles and Formatting<br /></p><br /><p>Word 2007 Headings<br /></p><br /><p> Select the Home Ribbon in Word 2007 and select the proper heading from the styles group (See <br />âFigure 31 Microsoft Word 2007 Styles and Formattingâ on page 50).<br /></p><br /><p> <br /></p><br /><p>Figure 31 Microsoft Word 2007 Styles and Formatting</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications | 51</p><br /><br /></div><div><br />Add Alternative Text to Word Graphics and Images<br />Alternative Text or Alt Text refers to text that can be read by a screen reader to describe graphics and images <br />which people with visual dis-abilities cannot see. All Graphics and Images should be provided with <br />alternative text descriptions. Avoid placing graphics too close to text. This can cause problems when <br />converting to PDF. Place white space between text and graphics. <br /></p><br /><p>Word 2003 <br /></p><br /><p> Double Click on an image or right click and select the format picture dialog. <br /></p><br /><p> Select the Web tab and enter the alternative text (See âFigure 32 Microsoft Word 2003 Web Tab <br />for adding Alternative Textâ on page 51).<br /></p><br /><p>Figure 32 Microsoft Word 2003 Web Tab for adding Alternative Text<br /></p><br /><p>Word 2007 <br /></p><br /><p> Right Click on an image and choose Size </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications52 |</p><br /><br /></div><div><br /> Select the Alt Text tab and enter the alternative text (See âFigure 33 Microsoft Word 2007 Alt Text <br /></p><br /><p>for adding Alternative Textâ on page 52) <br /></p><br /><p>Figure 33 Microsoft Word 2007 Alt Text for adding Alternative Text<br /></p><br /><p>Configure the PDFMaker<br />Once you have authored your Microsoft Word document with accessibility in mind, you are ready to <br />convert it to an accessible PDF file. To generate an accessible PDF document directly from the Microsoft <br />Word source, you should use the Adobe PDFMaker to convert the file to PDF.<br /></p><br /><p>PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office <br />applications and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the <br />authoring application. <br /></p><br /><p>Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an <br />Acrobat PDFMaker toolbar button or choosing a command on the Adobe PDF menu. It is not necessary to <br />open Acrobat.<br /></p><br /><p>In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many <br />popular authoring applications. You can use either the toolbar buttons or the Adobe PDF menu to create <br />PDFs, but the menu also provides access to conversion settings.<br /></p><br /><p>Note: For Microsoft Office 2007 applications such as Word, Excel, PowerPoint, and Access, the <br />options for creating PDFs are available from the Acrobat ribbon (See âFigure 34 Microsoft <br />Word 2007 Adobe Acrobat Ribbon and Groupâ on page 53).</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications | 53</p><br /><br /></div><div><p>Figure 34 Microsoft Word 2007 Adobe Acrobat Ribbon and Group<br /></p><br /><p>Show or activate PDFMaker in Microsoft Word<br />If you donât see the PDF toolbar buttons in Microsoft Word, you must show or activate the PDF toolbar. Use <br />one of the following methods to show or activate PDFMaker.<br /></p><br /><p>For Office 2003 or earlier, <br /></p><br /><p> Choose View &gt; Toolbars &gt; Acrobat PDFMaker 9.0<br /></p><br /><p>For Office 2007<br /></p><br /><p>Do the following: <br /></p><br /><p> Click the Office button, and then click the Word Options button<br /></p><br /><p> Click Add-Ins on the left side of the dialog box. <br /></p><br /><p> Do one of the following: <br /></p><br /><p> If PDFMOutlook or Acrobat PDFMaker Office COM Addin is not listed, choose COM Add-<br />Ins from the Manage pop-up menu and click Go.<br /></p><br /><p> If PDFMOutlook or Acrobat PDFMaker Office COM Addin is listed under Disabled <br />Application Add-ins, select Disabled Items from the Manage pop-up menu and click Go.<br /></p><br /><p> Select PDFMOutlook or Acrobat PDFMaker Office COM Addin and click OK. <br /></p><br /><p> Restart the Office application.<br /></p><br /><p>View PDFMaker conversion settings<br />PDFMaker conversion settings determine what features of the Microsoft Word document will be included in <br />the PDF and how they will be translated into the resulting PDF file.<br /></p><br /><p>Do one of the following: </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications54 |</p><br /><br /></div><div><br /> Choose Adobe PDF &gt; Change Conversion Settings (See âFigure 35 Change PDFMaker Settings <br /></p><br /><p>in Word 2003â on page 54)<br /></p><br /><p>Figure 35 Change PDFMaker Settings in Word 2003<br /> (Office 2007) In the Acrobat ribbon, click Preferences (See âFigure 36 Acrobat Preferences in <br /></p><br /><p>Word 2007â on page 54).<br /></p><br /><p>Figure 36 Acrobat Preferences in Word 2007<br />If you wish to revert to the original default settings, click Restore Defaults on the Settings tab.<br /></p><br /><p>Settings Tab<br /></p><br /><p>The settings available for PDFMaker depend on the application in which youâre using PDFMaker (See <br />âFigure 37 PDFMaker Settings Tabâ on page 56). <br /></p><br /><p>⢠Conversion Settings . Specifies the standard by which the PDF will be optimized. When <br />you choose an item in the menu, a description of that preset appears immediately below it. <br /></p><br /><p>⢠View Adobe PDF Result . Opens the converted document directly into Acrobat. <br />(Exception: when you choose Convert To Adobe PDF And Email.) <br /></p><br /><p>⢠Prompt For Adobe PDF File Name . Lets you enter a custom filename for the resulting <br />PDF. Deselect this option to save the file in the same folder as the source file, using the <br />same name but with a .pdf extension. <br /></p><br /><p>⢠Convert Document Information . Adds document information from the Properties <br />dialog box of the source file. This setting overrides the printer preferences and settings in <br />the Advanced panel of the Adobe PDF Settings dialog box. <br /></p><br /><p>Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains <br />many additional conversion options. These conversion settings apply to all Acrobat </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications | 55</p><br /><br /></div><div><br />features that create PDFs, such as Acrobat Distiller, PDFMaker, and the Acrobat <br />application itself. <br /></p><br /><p>⢠Create PDF/A Compliant PDF File . Creates the PDF so that it conforms to this ISO <br />standard for long-term preservation of electronic documents. (In the Microsoft Publisher <br />application alone, PDFMaker does not support the PDF/A standard.) <br /></p><br /><p>Note: When Conversion Settings are opened from within Word, Excel, or PowerPoint, this <br />option specifies PDF/A 1-a:2005. When opened from within Microsoft Visio, Access, <br />Microsoft Project, or AutoCAD, it specifies PDF/A 1-b:2005.<br /></p><br /><p>⢠Attach Source File . Includes the Word document that is being converted as an <br />attachment to the resulting PDF.<br /></p><br /><p>⢠Create Bookmarks . Converts certain elements in original Office documents to PDF <br />bookmarks: Word headings, Excel worksheet names, or PowerPoint titles. Selecting this <br />option overrides any settings on the Bookmarks tab of the Conversion Settings dialog box. <br /></p><br /><p>⢠Add Links . Includes active links and hypertext in the PDF. <br /></p><br /><p>Note: If this option is deselected, but the recipient of the PDF has the Create Links From URLs <br />preference selected, URLs in the PDF are still active. For more information, see <br />Preferences for viewing PDFs. <br /></p><br /><p>⢠Enable Accessibility And Reflow With Tagged Adobe PDF . Embeds tags in the PDF <br />(on by default).</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications56 |</p><br /><br /></div><div><p>Figure 37 PDFMaker Settings Tab<br /></p><br /><p>Security Tab<br /></p><br /><p>The Security tab settings available for PDFMaker depend on the application in which youâre using <br />PDFMaker (See âFigure 38 PDFMaker Security Tabâ on page 57). <br /></p><br /><p>⢠Require A Password To Open The Document . When selected, makes the Document <br />Open Password option available, where you enter a password that users must use to open <br />the document. <br /></p><br /><p>⢠Restrict Editing And Printing Of The Document . When selected, makes the other <br />Permissions options available. <br /></p><br /><p>⢠Change Permissions Password . Specifies a password you set that users must use in order <br />to do any allowable printing or editing. <br /></p><br /><p>⢠Printing Allowed . Specifies whether users who use the Permissions Password can print <br />the document and at what resolution. <br /></p><br /><p>⢠Changes Allowed . Specifies what kind of changes users who use the Permissions <br />Password can make. <br /></p><br /><p>⢠Enable Copying Of Text, Images, And Other Contents . Prevents or allows users from <br />copying from the PDF. <br /></p><br /><p>⢠Enable Text Access For Screen Reader Devices For The Visually Impaired . Prevents or <br />allows screen reader devices to read text. (Selected by default.) <br /></p><br /><p>⢠Enable Plaintext Metadata . Specifies whether the search engine can read the document <br />metadata. Available only when the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or <br />later.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications | 57</p><br /><br /></div><div><p>Figure 38 PDFMaker Security Tab<br /></p><br /><p>Word Tab<br /></p><br /><p>Use the Word Tab to control how certain features in Microsoft Word will be rendered in PDF (See âFigure <br />39 PDFMaker Word Tabâ on page 58).<br /></p><br /><p>⢠Convert Displayed Comments To Notes In Adobe PDF . Changes any Word comment <br />entries to PDF comments. If the currently open Word document contains comments, <br />more options appear in the Comments list on this tab: <br /></p><br /><p>⢠Reviewer. Lists the names of reviewers who have entered comments in the current <br />Word document. <br /></p><br /><p>⢠Include. When deselected, does not include the comments in the PDF. <br /></p><br /><p>⢠Notes Open. Specifies whether the PDF comment windows automatically open or are <br />closed for that reviewerâs comments. <br /></p><br /><p>⢠Color . Shows the color for that reviewerâs comment icons. Clicking the color icon <br />repeatedly cycles through a limited set of available colors. <br /></p><br /><p>⢠# Of Comments . Shows the number of comments that the reviewer made. <br /></p><br /><p>⢠Convert Cross-References And Table Of Contents To Links (Word 2002 and 2003 only). <br /></p><br /><p>Enables one-click navigation of these elements in the new PDF. This option is not <br />available in Word 2007. <br /></p><br /><p>⢠Convert Footnote And Endnote Links . Integrates these into the PDF. <br /></p><br /><p>⢠Enable Advanced Tagging . Integrates this into the PDF. Useful for Microsoft Word <br />forms.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications58 |</p><br /><br /></div><div><p>Figure 39 PDFMaker Word Tab<br /></p><br /><p>Bookmarks Tab (Microsoft Word)<br /></p><br /><p>The options you specify on this tab determine which items are converted into PDF bookmarks in the PDF <br />(See âFigure 40 PDFMaker Bookmarks Tabâ on page 59).<br /></p><br /><p>Note: To include bookmarks in the conversion process, the Add Bookmarks To Adobe PDF <br />option on the Settings tab must be selected. If you deselect that option, it overrides any <br />options you select on this tab and no bookmarks are created. <br /></p><br /><p>⢠Convert Word Headings To Bookmarks . Selects all the headings in the Elements list for <br />conversion to PDF bookmarks. <br /></p><br /><p>⢠Convert Word Styles To Bookmarks . Selects all the text styles in the Elements list for <br />conversion to PDF bookmarks. (Unselected by default.) <br /></p><br /><p>⢠Convert Word Bookmarks . Converts any user-created Word bookmarks to PDF <br />bookmarks. <br /></p><br /><p>⢠Element list . Specifies which Word headings and styles are converted to PDF bookmarks. <br /></p><br /><p>⢠Element . Lists the names of all available Word headings and styles. The icons for <br />Headings and Styles indicate the element types. <br /></p><br /><p>⢠Type . Also indicates whether the element is a heading or style in the Word <br />document. <br /></p><br /><p>⢠Bookmark . Displays Xâs, indicating whether individual elements are converted to <br />PDF bookmarks. Clicking an individual Bookmark option changes the selection <br />status for that element. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications | 59</p><br /><br /></div><div><br />⢠Level . Specifies where the element fits in the hierarchy structure of the PDF <br /></p><br /><p>Bookmarks panel. Clicking an individual Level number opens a menu that you can <br />use to change the value. <br /></p><br /><p>Note: When some but not all of the available Word headings and styles are selected for <br />conversion to PDF bookmarks, the marker in the corresponding check boxes at the top of <br />the tab change. If all elements of the type are selected, a check mark appears. If only some <br />of the elements of that type are selected, a colored square appears. Otherwise, the check <br />box is empty.<br /></p><br /><p>Figure 40 PDFMaker Bookmarks Tab<br /></p><br /><p>Video Tab (Microsoft Word and PowerPoint)<br /></p><br /><p>The options you specify on this tab determine settings for multimedia files that are converted to FLV format <br />and inserted into Word or PowerPoint files (See âFigure 41 PDFMaker Video Tabâ on page 60).<br /></p><br /><p>⢠Save Video In . To save the converted video file in the same folder as the document, select <br />Same As Document Folder. To save the converted video file in a different folder, select Use <br />This Folder, and click Browse to locate and select a folder. <br /></p><br /><p>⢠Video Quality . A higher Video Quality setting results in a larger PDF file size. <br /></p><br /><p>⢠Deinterlace . Activates the video deinterlacing filter, which can improve video quality. <br /></p><br /><p>⢠Encode Audio . If unselected, the converted video file does not include audio. If selected, <br />specify the data rate at which to encode the audio in the FLV file.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications60 |</p><br /><br /></div><div><p>Figure 41 PDFMaker Video Tab<br /></p><br /><p>Settings for Other Microsoft Office Applications<br />There are application specific options on the settings tab of the PDFMaker for other Microsoft Office <br />applications.<br /></p><br /><p>Excel-specific options on the Settings tab<br /></p><br /><p>These options are specific to the Settings tab in the PDFMaker for the Excel spreadsheet application.<br /></p><br /><p>⢠Convert Comments . Converts user-created Excel comments to notes and lists them in <br />the Acrobat Comments panel. <br /></p><br /><p>⢠Fit Worksheet To A Single Page . Adjusts the size of each worksheet so that all the entries <br />on that worksheet appear on the same page of the PDF. <br /></p><br /><p>⢠Fit To Paper Width . Adjusts the width of each worksheet so that all the columns on that <br />worksheet appear on one page in the PDF. <br /></p><br /><p>⢠Prompt For Selecting Excel Sheets . Opens a dialog box at the beginning of the file <br />conversion process. In this dialog box, you can specify which worksheets are included in <br />the PDF and the order in which the sheets appear in the PDF. <br /></p><br /><p>PowerPoint-specific options on the Settings tab<br /></p><br /><p>These options are specific to the Settings tab in the PDFMaker for the PowerPoint presenation application.<br /></p><br /><p>⢠Convert Multimedia . Converts any linked audio-video file to an FLV file and embeds it <br />in the PDF. </p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications | 61</p><br /><br /></div><div><br />⢠Preserve Animation (PowerPoint 2002 and 2003 only) . Converts any animation effects <br /></p><br /><p>in the PowerPoint file to equivalent animations in the PDF. This option is not available in <br />PowerPoint 2007. <br /></p><br /><p>⢠Preserve Slide Transitions . Converts PowerPoint slide transition effects to PDF <br />transition effects. <br /></p><br /><p>⢠Convert Hidden Slides To PDF Pages . Converts any PowerPoint slides that are not seen <br />in the usual playing of the presentation to PDF pages. <br /></p><br /><p>⢠Convert Speaker Notes . Converts any speaker notes for the PowerPoint presentation <br />into Text notes in the PDF. <br /></p><br /><p>⢠Use PowerPoint Printer Settings (PowerPoint 2002 and 2003 only) . Uses the same <br />printer settings in the PDF as in the original file. This option is not available in PowerPoint <br />2007.<br /></p><br /><p>Convert the Word Document to Accessible PDF<br />Open the Microsoft Word file. <br /></p><br /><p>Microsoft Office 2003<br />There are two controls on the Microsoft Word 2003 interface for converting to accessible PDF (See âFigure <br />42 Convert to Adobe PDF in Word 2003â on page 61).<br /></p><br /><p>Do one of the following:<br /></p><br /><p> Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar<br /></p><br /><p> Convert to Adobe PDF from the Adobe PDF menu<br /></p><br /><p>Figure 42 Convert to Adobe PDF in Word 2003<br />Enter a filename and location for the PDF, and click Save. <br /></p><br /><p>Microsoft Office 2007<br />Do one of the following:<br /></p><br /><p> Click the Create PDF button from the Create Adobe PDF Group on the Acrobat ribbon (See <br />âFigure 43 Create Accessible PDF in Word 2007â on page 61).<br /></p><br /><p>Figure 43 Create Accessible PDF in Word 2007</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications62 |</p><br /><br /></div><div><br /> Select Save as Adobe PDF from the Office button (See âFigure 44 Save as Accessible PDF in Word <br /></p><br /><p>2007â on page 62).<br /></p><br /><p>Figure 44 Save as Accessible PDF in Word 2007<br />Enter a filename and location for the PDF, and click Save. <br /></p><br /><p>If the Word Document is a Form<br />If the Word document has been designed as a form and you want it to be a fillable PDF form, prepare the <br />document as described. When you are ready to import it into PDF, do so from within Acrobat using the <br />Form Wizard. From Acrobat 9 Pro do the following:<br /></p><br /><p> Select Forms &gt; Start Form Wizard<br /></p><br /><p> Check the box indicating âAn existing electronic documentâ<br /></p><br /><p> Select âImport a file from file systemâ <br /></p><br /><p> Click the Browse button to locate the desired file<br /></p><br /><p> Click Next<br /></p><br /><p>The document will be converted to PDF with Tags and fillable form fields. You may need to edit the results <br />within Acrobat.<br /></p><br /><p>Check the PDF Version of the Document Using Acrobat<br />Once you have converted the document, you will still need to check the results in Adobe Acrobat. To check <br />the results, begin at Step 5 of the PDF Accessibility Workflow (see âStep 5: Determine if the PDF File is a <br />Tagged PDF Fileâ on page 20). Depending upon the type of error, you may have to make adjustments in a <br />particular location.<br /></p><br /><p> Adjustments to the Conversion Settings<br /></p><br /><p> Repairs You Make to the Source File<br /></p><br /><p> Repairs You Make to the PDF File</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications | 63</p><br /><br /></div><div><br />Changes to the Conversion Settings<br />Some repairs will involve changes to the PDFMaker conversion settings. If, for example, your final check <br />indicated that the PDF file was not tagged, you would need to verify that the Enable Accessibility and Reflow <br />box was checked in the PDFMaker tabbed settings.<br /></p><br /><p>Repairs You Should Make in the Source File<br />Some repairs can be made on the PDF file, but they would be erased the next time a PDF file was created <br />from the same source. A good example is missing alternative text descriptions. You can certainly use the <br />Touchup Reading Order Tool in Acrobat to add these to a PDF file, but if you want the change to last during <br />updates to the file, it is better to add the alternative text in the Word document using the format picture <br />dialog (See âAdd Alternative Text to Word Graphics and Imagesâ on page 51).<br /></p><br /><p>Repairs You Should Make in the PDF File<br />Some repairs must take place on the PDF file using Adobe Acrobat 9.<br /></p><br /><p>Document Language<br /></p><br /><p>In some instances, even if the document language has been specified in the source file, the information about <br />document language is not conveyed to the PDFMaker. Setting the language for an entire document in the <br />Document Properties dialog box corrects all errors related to this option. <br /></p><br /><p> Select File &gt; Properties (Ctrl + D)<br /></p><br /><p> In the Language drop down of the Reading Options section choose the appropriate language for the <br />document.<br /></p><br /><p>Tab Order is Consistent with Structure Order<br /></p><br /><p>In some instances, even though the tags have been inherited from the source file, the Accessibility Checker <br />will indicate that tab order is inconsistent with structure order. To correct this issue, do the following:<br /></p><br /><p> Open the Pages icon or select View &gt; Navigation Panels &gt; Pages (ALT + VNP)<br /></p><br /><p> Click on any page icon and type Cntrl + A (Command + A for the Mac OS) to select all the pages<br /></p><br /><p> From the Options button on the pages panel select âPage Propertiesâ<br /></p><br /><p> In the Tab Order Panel, check âUse Document Structureâ<br /></p><br /><p>Establish Table Headings for Tables<br /></p><br /><p>Table headers are not always properly defined after the conversion from Microsoft Word to PDF. Use the <br />TouchUp Reading Order Table Editor to change table data cells that should be table headings to table <br />headers or change the TD tags directly into TH tags within the tags panel.</p><br /><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /><a name=0></a><div style="page-break-before:always; page-break-after:always"><div><p>Creating Accessible PDF Files Using Authoring Applications64 |</p><br /><br /></div><div><br /></div><div><p>Making PDF Accessible with Adobe Acrobat 9 Pro</p><br /><br /></div></div><br /></Content>
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