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Creating Section 508 Compliant PDF Documents I
Creating Section 508 Compliant PDF Documents I
Use Document Properties as Best Practices
Use Document Properties as Best Practices
Converting Documents using Adobe
Converting Documents using Adobe
Converting Documents using Adobe
Converting Documents using Adobe
Converting files into PDF within Microsoft Word
Converting files into PDF within Microsoft Word
Conversion Settings
Conversion Settings
Conversion Settings
Conversion Settings
Conversion Settings
Conversion Settings
Converting files into PDF within Microsoft Word
Converting files into PDF within Microsoft Word
Tag Types as seen in Acrobat
Tag Types as seen in Acrobat
Document Status
Document Status
Document Status Content and Order Panes
Document Status Content and Order Panes
Document Status Content and Order Panes
Document Status Content and Order Panes
Tagging an Untagged PDF
Tagging an Untagged PDF
Accessing the Tools
Accessing the Tools
Manually Adjusting PDF Tags
Manually Adjusting PDF Tags
Manually Adjusting PDF Tags
Manually Adjusting PDF Tags
Editing/Adding Tags
Editing/Adding Tags
Editing/Adding Tags
Editing/Adding Tags
Editing/Adding Tags
Editing/Adding Tags
Editing/Adding Tags
Editing/Adding Tags
Editing/Adding Tags
Editing/Adding Tags
Touchup Reading Order for Poorly Tagged Documents (e
Touchup Reading Order for Poorly Tagged Documents (e
Touchup Reading Order
Touchup Reading Order
Touchup Reading Order
Touchup Reading Order
Touchup Reading Order
Touchup Reading Order
Manually Adjust Reading Order
Manually Adjust Reading Order
Manually Adjust Reading Order
Manually Adjust Reading Order
Adding Alternative Text
Adding Alternative Text
Adding Alternative Text
Adding Alternative Text
Adding Alternative Text
Adding Alternative Text
Alternative Text
Alternative Text
Setting the Document’s Language
Setting the Document’s Language
Accessible Tables
Accessible Tables
Adobe Acrobat Reader: Read Out Loud
Adobe Acrobat Reader: Read Out Loud
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Creating Section 508 Compliant PDF Documents I

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1Creating Section 508 Compliant PDF 36Converting documents to PDF may generate
Documents I. ASPA Web Communications and an untagged PDF Untagged or poorly tagged
New Media Division. 1. PDFs are not accessible Combining several
2PDF I Class Objectives. This course PDFs or other files into a single document
has been created to assist document results in a poorly tagged PDF [covered in
publishers in converting documents to PDF II]. 36.
accessible PDFs After completing this 37Tagging an Untagged PDF. Select
class you will be able to: Describe the Advanced > Accessibility > Add Tags
HHS requirements for creating PDFs to Document. 37.
Describe how to create an accessible PDF 38Accessibility review of documents.
In Adobe Acrobat Professional In Microsoft From Office formatted document: From the
Word Structure a PDF for accessibility Order tab, review the documents reading
using tags Identify techniques for order Remove empty containers and adjust
developing accessible PDFs. 2. reading order Edit tags Test for
3Creating Section 508 Compliant PDF accessibility. From legacy PDF or paper
Documents I. Module 1 – Introduction and document (covered in PDF II). 38.
HHS Document Requirements. 3. 39Accessing the Tools. Gain access to
4HHS PDF Document Layout and Formatting the Content, Order and Tags panes by: From
Requirements. The document should be the Acrobat toolbar select View From the
properly tagged The document language View menu select Navigation Panels From
should be specified The document should Navigation Panels select Content, Order,
have a logical reading order Table of Tags Drag all tabs into one panel. 39.
Contents (TOC) and Bookmarks must be 40Creating Tags. Use the Touchup Reading
functioning correctly. 4. Order Tool to: Create a basic tagged
5HHS PDF Document Layout and Formatting structure of the document Add fillable
Requirements. All URL’s must contain the edit fields with labels Establish the tab
correct hyperlink and display the fully order Create and adjust reading order Use
qualified URL All URLs must be linked to the Tags pane to: Add descriptive text to
an active Web Destination All Acrobat tags Add alternative text to Images
Comment and Markup items must be removed Adjust/add table headers Adjust/add
from the document All Acrobat bookmarks. 40.
Accessibility Tags must be correctly 41Touchup Reading Order From a Word
applied to the document. 5. Document. Starting with the Word Document:
6HHS PDF Document Layout and Formatting Make sure the document is structured with
Requirements. A Full Accessibility Report text elements styles such as Headers, Sub
must be run on the document Documents that headers, list, formatted tables and make
contain multi-column text, tables, or sure that all images have alternative text
call-out boxes should be checked for 90% of making a PDF accessible is done
correct reading order using assistive Create PDF by using the Convert to PDF
technology or the Acrobat Reader ‘Read Out tool From the Acrobat Order Panel, review
Loud’ function Any document that is unable and adjust the reading order as necessary
to be made accessible will need to have a Demote artifacts to background Go to the
separate accessible version available for Tags panel and edit tags. 41.
disabled users to access This version must 42Manually Adjusting PDF Tags. If a
have all of the capabilities (e.g. document element was improperly tagged,
bookmarks) of the PDF. 6. the tag can quickly be converted to a more
7HHS PDF Document Images Requirements. appropriate tag Open the Tag Panel by
All images, grouped images or non-text selecting View>Navigation
elements must have Alternative Text Panels>Tags from Acrobat’s main menu.
associated with them Documents comprised 42.
of scanned images of text are not 508 43Manually Adjusting PDF Tags. Right
compliant Complex images must have click on the desired tag, and select
descriptive text immediately after the Properties This will open the Touchup
image Multiple associated images must be Properties window. 43.
grouped as one object (i.e. single 44Manually Adjusting PDF Tags. From the
flattened image) All multi-layered objects Type combo box, select the correct tag and
must be flattened into one image and use then close the window The updated tag will
one alternative text (alt tag) for this appear in the Tags tree. 44.
image. 7. 45Editing/Adding Tags. Before editing or
8HHS PDF Document Tables Requirements. adding tags, review tag options by right
Documents containing data tables should clicking on a tag New Tag Creates new tag
have readily identifiable row and column in the tags list and must be dragged to
headers Tables should be used to organize the right location Highlight Content
information into a tabular format Data Highlight corresponding content to the
tables should have a logical reading order selected tag. 45.
from left to right and top to bottom. 8. 46Editing/Adding Tags. Find Tags from
9HHS PDF Document Tables Requirements. Selection From the toolbar, use the Select
Table cells should be logically associated tool to select document text, and then
with the Row/Column Header Tables should click Find Tag from Selection Create Tags
be named, have a table number (if from Selection From the toolbar, use the
applicable) and have a description below Select tool to select document text, and
the table All cells within a data table, then click Create Tag from Selection. 46.
that are not part of the header row, must 47Editing/Adding Tags. Properties Change
be designated as “data cells”. 9. tag type Add alternative text to Figure
10HHS PDF Document Best Practices. A tags Change document text style. 47.
visual check should be done to the 48Editing/Adding Tags. Add Alternative
document to ensure that no hidden data text to images: Select the Tags panel and
from any application used to create the right click on a Figure tag Select
original document is present in the Properties Enter a title for the image
resulting PDF file The document file name Type actual text that appears on the image
must not contain spaces or special In the Alternative Text box type a text
characters (!,;:?{}@/\=+parentheses? 10. description that conveys the purpose of
11HHS PDF Document Best Practices. The the image. 48.
document file name must be concise, 49Editing/Adding Tags. Demote tagged
generally be limited to 20-30 characters, images to the background: Reveal child
to make the content of the file clear in elements below the tag by left clicking on
the context in which it is presented the plus sign to the left of the tag Right
Scanned signatures within documents are a click on the child element and then select
considered a theft-of-identity risk and Change Tag to Artifact Define artifact
should not be used The document must type Page Pagination Layout Artifacts are
utilize the recommended fonts i.e. Times invisible to AT. 49.
New Roman, Verdana, Arial, Tahoma and 50Touchup Reading Order for Poorly
Helvetica. 11. Tagged Documents (e.g. MS Publisher).
12Use Document Properties as Best Working in the Order panel select Options
Practices. Properties Summary tab Shows Select Show reading order panel Next the
document creator and ownership Gives Touchup Reading Order tool will appear
author of the document Further contact Select Clear page structure to clear any
information. 12. existing tags. 50.
13PDF - Overview. You have completed 51Touchup Reading Order. Button.
Module 1 You can now describe the HHS Tag/Description. Text. <P>
requirements when creating a PDF document <Normal> Form Field. <Form>
Here is the link to the HHS PDF Checklist Heading 1- Heading 3. <H1>
http://www.hhs.gov/web/policies/checklistp <H2> <H3> Figure.
f.html. 13. <Figure> Image. Figure/Caption.
14Module 2: Creating PDF Documents. <Figure> Image with text. Table
Creating Section 508 Compliant PDF Cells. <Table> <TH> <TR>
Documents I. 14. <TD> Table row and column headers.
15Creating an Accessible PDF. There are Formula. <Formula> Background.
several methods for converting a document <Artifact> 51.
to PDF Converting Microsoft Office 52Touchup Reading Order. Create
documents to PDF using Adobe Acrobat Containers for document elements by
Converting files into PDF within Microsoft highlighting the text of image A blue
Office applications using the Adobe boundary box should appear around the
Acrobat plug-in Converting a Paper select element. Select a tag type from the
Document to PDF (covered in PDF II). 15. Touchup Reading Order tool to assign a tag
16Creating Documents in Adobe Acrobat to the element and add it to the reading
Professional. 16. order. 52.
17Converting Documents using Adobe. Open 53Touchup Reading Order. When tagging
Acrobat and from the File menu select the document, the reading order may not be
Create PDF Select the original file or correct Go to the Tags panel and edit tags
method to create the PDF. 17. as necessary. 53.
18Converting Documents using Adobe. 54Manually Adjust Reading Order. The
Create PDF can be also chosen from the reading order determines the order a
Advanced Editing tool bar Select the screen reader reads document elements
original file or method to create the PDF. Sometimes Physical View (print view) and
18. Content View (reading order) are not the
19Converting Documents using Adobe. same Then reading order needs to be
After selecting the file location and type adjusted to match the Physical View. 54.
in the browse field, select Open The file 55Manually Adjust Reading Order. To
will automatically convert into a PDF Now change the reading order: From Acrobat’s
the file will need to be remediated within main menu, select View>Navigation
Adobe Acrobat Professional. 19. Tabs>Order. 55.
20Conversion to PDF within Microsoft 56Manually Adjust Reading Order. Once
Office Using the Adobe Acrobat Plug-in. the Order Panel is displayed, numbers will
20. appear on the document, revealing the
21Converting files into PDF within document’s reading order. 56.
Microsoft Word. Start with a document that 57Manually Adjust Reading Order.
has been checked for best practice for Identify the first element that is out of
accessible Word documents. Here is the place and in the Order Panel click on the
link to the HHS Word checklist box to the left of the element and drag
http://www.hhs.gov/web/policies/checklistw the element to the proper location
rd.html Before you can perform the actual Continue this process until all elements
conversion process, you must first check are in the proper order. 57.
the conversion settings. 21. 58Adding Alternative Text. Alternative
22Conversion Settings. Open the desired text is used to convey the purpose of
Office document source file From the images and objects embedded in documents
Office applications Main Menu bar, select Without alternative text, valuable
Adobe PDF > Change Conversion Settings. information is lost, and the document may
22. not be completely understood by users
23Conversion Settings. From the Settings accessing the document with assistive
tab, under Applications Settings check the technology and alternative devices. 58.
following checkboxes: Attach source file 59Adding Alternative Text. Looking at
to Adobe PDF Add Bookmarks to Adobe PDF the tagged document using the Order tab,
Add links to Adobe PDF Enable an image without alternative text looks
Accessibility and Reflow with Tagged Adobe like this: 59.
PDF. 23. 60Adding Alternative Text. Right click
24Conversion Settings. Select the on the desired tag in the tags tree and
Advanced Settings button Change the select Properties. 60.
Capability combo box selection to your 61Adding Alternative Text. Go to the
version of Acrobat Professional Ensures Alternative Text field located on the
the latest accessibility features Select Touchup Properties window and add the
OK to save conversion settings. 24. appropriate alternative text. 61.
25Converting files into PDF within 62Alternative Text. Close the window and
Microsoft Word. Select Adobe PDF from the move to the Order tab, the image will
Main Menu Select Convert to PDF from the change to show the alternative text. 62.
Adobe PDF dropdown menu This creates a 63Setting the Document’s Language.
tagged PDF When prompted, name the file Language selection is changed in the main
and save it Once the conversion process is Document Properties screen Setting the
completed, Adobe Professional will launch proper document language enables screen
and display the newly created PDF file to readers to choose the correct synthesizer
be checked for accessibility. 25. for reading the document If the wrong
26Module 2 – Creating PDF Documents. You synthesizer is chosen, the document will
have completed Module 2 You can convert a not read correctly. 63.
Word document into a PDF Using Adobe 64Accessible Tables. Reading order must
Acrobat Professional Using Microsoft Word. be specified for tables Use the Tags pane
26. to: Adjust/add table headers Tags for
27Module 3: Structuring Documents. tables are <Tables> - Table
Creating Section 508 Compliant PDF <TH> - Table Header <TR> -
Documents I. 27. Table Row <TD> - Table Data. 64.
28Structure. Document structure gives a 65Adobe Acrobat’s Workflow Suggestions.
logical reading order A document that is 65.
well-structured and logically organized 66Validating PDF Accessibility. Five
can easily be: Read and navigated by techniques for validating PDF
assistive technology Exported to other accessibility Run Accessibility Full check
applications, with minimal adjustment to Use Reflow (resets visual reading order to
maintain accessibility Certain match tagging order) Save as Accessible
specifications need to be identified for Text Use assistive technology AT used by a
text elements, non-text elements (images, person with a disability e.g. JAWS or
tables, and diagrams), organizational aids Window-Eyes When assistive technology is
and navigation aids. 28. not available use Read Out Loud - Built-in
29Adobe Acrobat: PDF Accessibility. PDF PDF reader. 66.
tags create accessibility For a PDF 67Adobe Acrobat Reader: Read Out Loud.
document to be accessible it must contain When assistive technology is not available
the following: Actual text, scanned images use the built-in PDF reader to test the
are not accessible Tags that create the PDF’s reading order: From the View menu
appropriate document structure Reading select Read Out Loud Select either Read
order specified for columns and tables This Page Only or Read to End of Document.
Alternative text for images. 29. 67.
30Adobe Acrobat: PDF Accessibility. 68Adobe Acrobat: Quick Tips. Save PDF
Navigational aids as needed Fonts that files frequently after each significant
allow characters to be extracted to text change, using a different file name - undo
Security settings that do not interfere is not an option. Use (*) to expand all
with assistive technology. 30. elements in the Order, Content or Tag
31Tagged PDF. Tags are a text only panel Create Bookmarks to assist with
representation of the PDF file that is navigation Avoid using reverse type or
presented to Assistive Technology (AT). shadow type Provide the Author's contact
They create the document’s structure and information, so that document
functionality PDF documents use tags to clarification can be provided as
indicate the page elements that define the necessary. 68.
document’s content structure and how 69Module 3 – Structuring PDF Documents.
elements relate to one another Elements We have completed Module 3 We have:
include: headers, paragraphs, tables, Discussed the importance of structuring a
graphics and lists. 31. document Discussed how to use and modify
32Tag Types. Tag Description. Acrobat tags Listed five techniques for validating
Generated. Word Generated. Heading. PDF accessibility. 69.
<H1>,<H2> <Heading 1>, 70Resources – Accessible PDF Creation.
<Heading 2> Heading 1, Heading 2. Adobe Professional Tutorials
Paragraph. <P> <P> or http://www.adobe.com/enterprise/accessibil
<Normal> List. <L> <L> ty/training.html WebAIM
Figure. <Figure> <Inline http://www.webaim.org/techniques/acrobat/
Shape>, <Inline Object> Table. Planet PDF/Duff Johnson
<Table> <Table> Table Row. http://www.planetpdf.com/author.asp?author
<TR> <TR> Table Header Cell. Duff%20Johnson PDF News and Tips (e-zine):
<TH> <TH> Table Data Cell. http://visitor.constantcontact.com/email.j
<TD> <TD> 32. p?m=1011065902041 Web Accessibility for
33Tag Types as seen in Acrobat. 33. All
34Document Status. Verify Status Using http://www.cew.wisc.edu/accessibility/tuto
the Tag tab, will denote if the document ials/default.htm. 70.
is tagged or not If no tags appear, the 71Resources - Government. Web
document is untagged From the Content tab, Communications & New Media Division
review the document’s content If no text http://www.hhs.gov/web/policies/index.html
appears in the Content pane, the document 508 Includes policies, checklists, and
is a legacy PDF or image Selecting the best practices for HHS document
Order tab will reveal the reading order If accessibility Federal Government 508
the document is untagged or does not Policy, Training and Resources
contain actual text, the reading order http://www.section508.gov/. 71.
will not exist. 34. 72Creating Section 508 Compliant PDF
35Document Status Content and Order Documents I. ASPA Web Communications and
Panes. 35. New Media Division
36Tagging Converted Documents. http://www.hhs.gov/web/. 72.
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