1 Creating Section 508 Compliant PDF Documents I ASPA Web Communications and New Media Division

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Creating Section 508 CompliantPDF Documents I

ASPA Web Communications and New Media Division

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PDF I Class Objectives This course has been created to assist document

publishers in converting documents to accessible PDFs

After completing this class you will be able to: Describe the HHS requirements for creating PDFs

Describe how to create an accessible PDF In Adobe Acrobat Professional

In Microsoft Word

Structure a PDF for accessibility using tags

Identify techniques for developing accessible PDFs

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Module 1 – Introduction and

HHS Document Requirements

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HHS PDF Document Layout and Formatting Requirements

The document should be properly tagged

The document language should be specified

The document should have a logical reading order

Table of Contents (TOC) and Bookmarks must be functioning correctly

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All URL’s must contain the correct hyperlink and display the fully qualified URL

All URLs must be linked to an active Web Destination

All Acrobat Comment and Markup items must be removed from the document

All Acrobat Accessibility Tags must be correctly applied to the document

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A Full Accessibility Report must be run on the document

Documents that contain multi-column text, tables, or call-out boxes should be checked for correct reading order using assistive technology or the Acrobat Reader ‘Read Out Loud’ function

Any document that is unable to be made accessible will need to have a separate accessible version available for disabled users to access

This version must have all of the capabilities (e.g. bookmarks) of the PDF

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HHS PDF Document Images Requirements

All images, grouped images or non-text elements must have Alternative Text associated with them

Documents comprised of scanned images of text are not 508 compliant

Complex images must have descriptive text immediately after the image

Multiple associated images must be grouped as one object (i.e. single flattened image)

All multi-layered objects must be flattened into one image and use one alternative text (alt tag) for this image

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HHS PDF Document Tables Requirements

Documents containing data tables should have readily identifiable row and column headers

Tables should be used to organize information into a tabular format

Data tables should have a logical reading order from left to right and top to bottom

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HHS PDF Document Tables Requirements

Table cells should be logically associated with the Row/Column Header

Tables should be named, have a table number (if applicable) and have a description below the table

All cells within a data table, that are not part of the header row, must be designated as “data cells”

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HHS PDF Document Best Practices A visual check should be done to the document to

ensure that no hidden data from any application used to create the original document is present in the resulting PDF file

The document file name must not contain spaces or special characters (!,;:?{}@/\=+parentheses?

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HHS PDF Document Best Practices The document file name must be concise, generally

be limited to 20-30 characters, to make the content of the file clear in the context in which it is presented

Scanned signatures within documents are a considered a theft-of-identity risk and should not be used

The document must utilize the recommended fonts i.e. Times New Roman, Verdana, Arial, Tahoma and Helvetica

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Use Document Properties as Best Practices

Properties Summary tab

Shows document creator and ownership Gives author of the

document

Further contact information

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PDF - Overview You have completed Module 1

You can now describe the HHS requirements when creating a PDF document

Here is the link to the HHS PDF Checklist http://www.hhs.gov/web/policies/checklistpdf.html

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Module 2: Creating PDF Documents

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Creating an Accessible PDF There are several methods for converting a

document to PDF

1. Converting Microsoft Office documents to PDF using Adobe Acrobat

2. Converting files into PDF within Microsoft Office applications using the Adobe Acrobat plug-in

3. Converting a Paper Document to PDF (covered in PDF II)

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Creating Documents in Adobe Acrobat Professional

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Converting Documents using Adobe

1. Open Acrobat and from the File menu select Create PDF

2. Select the original file or method to create the PDF

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1. Create PDF can be also chosen from the Advanced Editing tool bar

2. Select the original file or method to create the PDF

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3. After selecting the file location and type in the browse field, select Open

a. The file will automatically convert into a PDF

b. Now the file will need to be remediated within Adobe Acrobat Professional

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Conversion to PDF within Microsoft OfficeUsing the Adobe Acrobat Plug-in

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Converting files into PDF within Microsoft Word Start with a document that

has been checked for best practice for accessible Word documents. Here is the link to the

HHS Word checklist http://www.hhs.gov/web/policies/checklistword.html

Before you can perform the actual conversion process, you must first check the conversion settings

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Conversion Settings

1. Open the desired Office document source file

2. From the Office applications Main Menu bar, select Adobe PDF > Change Conversion Settings

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Conversion Settings3. From the Settings tab,

under Applications Settings check the following checkboxes:

a. Attach source file to Adobe PDF

b. Add Bookmarks to Adobe PDF

c. Add links to Adobe PDF

d. Enable Accessibility and Reflow with Tagged Adobe PDF

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Conversion Settings4. Select the Advanced

Settings button

a.Change the Capability combo box selection to your version of Acrobat Professional

b.Ensures the latest accessibility features

5. Select OK to save conversion settings

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Converting files into PDF within Microsoft Word1. Select Adobe PDF from the Main Menu

2. Select Convert to PDF from the Adobe PDF dropdown menu

a. This creates a tagged PDF

b. When prompted, name the file and save it

c. Once the conversion process is completed, Adobe Professional will launch and display the newly created PDF file to be checked for accessibility.

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Module 2 – Creating PDF Documents You have completed Module 2

You can convert a Word document into a PDF Using Adobe Acrobat Professional

Using Microsoft Word

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Module 3: Structuring Documents

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Structure Document structure gives a logical reading order

A document that is well-structured and logically organized can easily be: Read and navigated by assistive technology

Exported to other applications, with minimal adjustment to maintain accessibility

Certain specifications need to be identified for text elements, non-text elements (images, tables, and diagrams), organizational aids and navigation aids

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Adobe Acrobat: PDF Accessibility PDF tags create accessibility

For a PDF document to be accessible it must contain the following: Actual text, scanned images are not accessible

Tags that create the appropriate document structure

Reading order specified for columns and tables

Alternative text for images

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Adobe Acrobat: PDF Accessibility Navigational aids as needed

Fonts that allow characters to be extracted to text

Security settings that do not interfere with assistive technology

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Tagged PDF Tags are a text only representation of the PDF file that is

presented to Assistive Technology (AT). They create the document’s structure and functionality

PDF documents use tags to indicate the page elements that define the document’s content structure and how elements relate to one another

Elements include: headers, paragraphs, tables, graphics and lists

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Tag TypesTag Description Acrobat

GeneratedWord Generated

Heading <H1>,<H2><Heading 1>,<Heading 2>

Heading 1, Heading 2

Paragraph <P> <P> or <Normal>

List <L> <L>

Figure <Figure> <Inline Shape>, <Inline Object>

Table <Table> <Table>

Table Row <TR> <TR>

Table Header Cell

<TH> <TH>

Table Data Cell <TD> <TD>

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Tag Types as seen in Acrobat

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Document Status Verify Status

Using the Tag tab, will denote if the document is tagged or not If no tags appear, the document is

untagged

From the Content tab, review the document’s content If no text appears in the Content

pane, the document is a legacy PDF or image

Selecting the Order tab will reveal the reading order If the document is untagged or

does not contain actual text, the reading order will not exist

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Document StatusContent and Order Panes

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Tagging Converted Documents Converting documents to PDF may generate an

untagged PDF

Untagged or poorly tagged PDFs are not accessible

Combining several PDFs or other files into a single document results in a poorly tagged PDF [covered in PDF II]

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Tagging an Untagged PDF Select Advanced >

Accessibility > Add Tags to Document

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Accessibility review of documents From Office formatted

document:

From the Order tab, review the documents reading order

Remove empty containers and adjust reading order

Edit tags

Test for accessibility

From legacy PDF or paper document (covered in PDF II)

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Accessing the Tools Gain access to the

Content, Order and Tags panes by:

1. From the Acrobat toolbar select View

2. From the View menu select Navigation Panels

3. From Navigation Panels select Content, Order, Tags

4. Drag all tabs into one panel

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Creating Tags Use the Touchup Reading Order Tool to:

Create a basic tagged structure of the document

Add fillable edit fields with labels

Establish the tab order

Create and adjust reading order

Use the Tags pane to: Add descriptive text to tags

Add alternative text to Images

Adjust/add table headers

Adjust/add bookmarks

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Touchup Reading Order From a Word Document

Starting with the Word Document:

1. Make sure the document is structured with text elements styles such as Headers, Sub headers, list, formatted tables and make sure that all images have alternative text 90% of making a PDF accessible is done

2. Create PDF by using the Convert to PDF tool

3. From the Acrobat Order Panel, review and adjust the reading order as necessary

4. Demote artifacts to background

5. Go to the Tags panel and edit tags

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Manually Adjusting PDF Tags If a document element was improperly tagged, the

tag can quickly be converted to a more appropriate tag

1. Open the Tag Panel by selecting View>Navigation Panels>Tags from Acrobat’s main menu

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Manually Adjusting PDF Tags2. Right click on the desired

tag, and select Properties

a. This will open the Touchup Properties window

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Manually Adjusting PDF Tags3. From the Type combo box,

select the correct tag and then close the window

4. The updated tag will appear in the Tags tree

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Editing/Adding Tags Before editing or adding

tags, review tag options by right clicking on a tag

New Tag Creates new tag in the

tags list and must be dragged to the right location

Highlight Content Highlight corresponding

content to the selected tag

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Editing/Adding Tags Find Tags from Selection

From the toolbar, use the Select tool to select document text, and then click Find Tag from Selection

Create Tags from Selection From the toolbar, use the Select tool to select document text, and

then click Create Tag from Selection

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Editing/Adding Tags Properties

Change tag type

Add alternative text to Figure tags

Change document text style

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Editing/Adding Tags Add Alternative text to

images:

1. Select the Tags panel and right click on a Figure tag

2. Select Properties

3. Enter a title for the image

4. Type actual text that appears on the image

5. In the Alternative Text box type a text description that conveys the purpose of the image

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Editing/Adding Tags Demote tagged images to the

background:

1. Reveal child elements below the tag by left clicking on the plus sign to the left of the tag

2. Right click on the child element and then select Change Tag to Artifact

3. Define artifact type

Page

Pagination

Layout

Artifacts are invisible to AT

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Touchup Reading Order for Poorly Tagged Documents (e.g. MS Publisher)

Working in the Order panel select Options

1. Select Show reading order panel

2. Next the Touchup Reading Order tool will appear

3. Select Clear page structure to clear any existing tags

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Touchup Reading Order

Button Tag/Description

Text <P> <Normal>

Form Field <Form>

Heading 1- Heading 3 <H1> <H2> <H3>

Figure <Figure> Image

Figure/Caption <Figure> Image with text

Table

Cells

<Table> <TH> <TR> <TD> Table row and column headers

Formula <Formula>

Background <Artifact>

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4. Create Containers for document elements by highlighting the text of image

a. A blue boundary box should appear around the select element.

5. Select a tag type from the Touchup Reading Order tool to assign a tag to the element and add it to the reading order

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6. When tagging the document, the reading order may not be correct

7. Go to the Tags panel and edit tags as necessary

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Manually Adjust Reading Order The reading order determines the order a screen

reader reads document elements

Sometimes Physical View (print view) and Content View (reading order) are not the same Then reading order needs to be adjusted to match the

Physical View

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Manually Adjust Reading Order To change the reading

order:

1. From Acrobat’s main menu, select View>Navigation Tabs>Order

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Manually Adjust Reading Ordera. Once the Order Panel is

displayed, numbers will appear on the document, revealing the document’s reading order

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Manually Adjust Reading Order

2. Identify the first element that is out of place and in the Order Panel click on the box to the left of the element and drag the element to the proper location

3. Continue this process until all elements are in the proper order

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Adding Alternative Text Alternative text is used to convey the purpose of

images and objects embedded in documents

Without alternative text, valuable information is lost, and the document may not be completely understood by users accessing the document with assistive technology and alternative devices

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Adding Alternative Text Looking at the tagged document using the Order tab, an

image without alternative text looks like this:

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Adding Alternative Text

1. Right click on the desired tag in the tags tree and select Properties

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Adding Alternative Text2. Go to the Alternative Text field located on the Touchup

Properties window and add the appropriate alternative text

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Alternative Text3. Close the window and move to the Order tab, the image will

change to show the alternative text

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Setting the Document’s Language Language selection is

changed in the main Document Properties screen

Setting the proper document language enables screen readers to choose the correct synthesizer for reading the document If the wrong synthesizer

is chosen, the document will not read correctly

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Accessible Tables Reading order must be

specified for tables

Use the Tags pane to:

Adjust/add table headers

Tags for tables are

<Tables> - Table

<TH> - Table Header

<TR> - Table Row

<TD> - Table Data

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Adobe Acrobat’s Workflow Suggestions

Web pagesMultiple files to combine in PDF

File in authoringapplication

Create PDFdocument

Convert scan toPDF, apply OCR

Create a single PDF document

Create a taggedPDF document

Scan-based document

Step 1Start fromthe documentYou have

Step 2Process PDF documentAs form (if needed)

Step 4Evaluate accessibility,fix common problems

Step 6Edit tag tree to fixadvanced problems (Optional)

Add fillable, accessibleform fields

Step 3Tag PDF document(if not already tagged)

Tag PDF document(if not already tagged)

Check accessibility

FontsOK?

Fix reading order andBasic tagging

PDF document(not a scan)

Step 5Add otheraccessibility features

Create bookmarks, setLanguage, etc.

Fix tables, complexreading order, etc

Yes

No StopFile is inaccessible

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Validating PDF Accessibility Five techniques for validating PDF accessibility

1. Run Accessibility Full check

2. Use Reflow (resets visual reading order to match tagging order)

3. Save as Accessible Text

4. Use assistive technology

a. AT used by a person with a disability e.g. JAWS or Window-Eyes

5. When assistive technology is not available use Read Out Loud - Built-in PDF reader

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Adobe Acrobat Reader: Read Out Loud When assistive

technology is not available use the built-in PDF reader to test the PDF’s reading order:

1. From the View menu select Read Out Loud

2. Select either Read This Page Only or Read to End of Document

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Adobe Acrobat: Quick Tips Save PDF files frequently after each significant change, using

a different file name - undo is not an option.

Use (*) to expand all elements in the Order, Content or Tag panel

Create Bookmarks to assist with navigation

Avoid using reverse type or shadow type

Provide the Author's contact information, so that document clarification can be provided as necessary

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Module 3 – Structuring PDF Documents We have completed Module 3

We have: Discussed the importance of structuring a document

Discussed how to use and modify tags

Listed five techniques for validating PDF accessibility

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Resources – Accessible PDF Creation Adobe Professional Tutorials

http://www.adobe.com/enterprise/accessibility/training.html

WebAIM http://www.webaim.org/techniques/acrobat/

Planet PDF/Duff Johnsonhttp://www.planetpdf.com/author.asp?author=Duff%20Johnson

PDF News and Tips (e-zine): http://visitor.constantcontact.com/email.jsp?m=1011065902041

Web Accessibility for Allhttp://www.cew.wisc.edu/accessibility/tutorials/default.htm

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Resources - Government Web Communications & New Media Division

http://www.hhs.gov/web/policies/index.html#508

Includes policies, checklists, and best practices for HHS document accessibility

Federal Government 508 Policy, Training and Resources http://www.section508.gov/

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ASPA Web Communications and New Media Divisionhttp://www.hhs.gov/web/
