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Creating Section 508 Compliant PDF Documents I
Creating Section 508 Compliant PDF Documents I
PDF I Class Objectives
PDF I Class Objectives
Creating Section 508 Compliant PDF Documents I
Creating Section 508 Compliant PDF Documents I
HHS PDF Document Layout and Formatting Requirements
HHS PDF Document Layout and Formatting Requirements
HHS PDF Document Layout and Formatting Requirements
HHS PDF Document Layout and Formatting Requirements
HHS PDF Document Layout and Formatting Requirements
HHS PDF Document Layout and Formatting Requirements
HHS PDF Document Images Requirements
HHS PDF Document Images Requirements
HHS PDF Document Tables Requirements
HHS PDF Document Tables Requirements
HHS PDF Document Tables Requirements
HHS PDF Document Tables Requirements
HHS PDF Document Best Practices
HHS PDF Document Best Practices
HHS PDF Document Best Practices
HHS PDF Document Best Practices
Use Document Properties as Best Practices
Use Document Properties as Best Practices
PDF - Overview
PDF - Overview
Module 2: Creating PDF Documents
Module 2: Creating PDF Documents
Creating an Accessible PDF
Creating an Accessible PDF
Creating Documents in Adobe Acrobat Professional
Creating Documents in Adobe Acrobat Professional
Converting Documents using Adobe
Converting Documents using Adobe
Converting Documents using Adobe
Converting Documents using Adobe
Converting Documents using Adobe
Converting Documents using Adobe
Conversion to PDF within Microsoft Office Using the Adobe Acrobat
Conversion to PDF within Microsoft Office Using the Adobe Acrobat
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
Module 2  Creating PDF Documents
Module 2 Creating PDF Documents
Module 3: Structuring Documents
Module 3: Structuring Documents
Structure
Structure
Adobe Acrobat: PDF Accessibility
Adobe Acrobat: PDF Accessibility
Adobe Acrobat: PDF Accessibility
Adobe Acrobat: PDF Accessibility
Tagged PDF
Tagged PDF
Tag Types
Tag Types
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
Tagging Converted Documents
Tagging Converted Documents
Tagging an Untagged PDF
Tagging an Untagged PDF
Accessibility review of documents
Accessibility review of documents
Accessing the Tools
Accessing the Tools
Creating Tags
Creating Tags
Touchup Reading Order From a Word Document
Touchup Reading Order From a Word Document
Manually Adjusting PDF Tags
Manually Adjusting PDF Tags
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
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
Adding Alternative Text
Adding Alternative Text
Alternative Text
Alternative Text
Setting the Documents Language
Setting the Documents Language
Accessible Tables
Accessible Tables
Adobe Acrobats Workflow Suggestions
Adobe Acrobats Workflow Suggestions
Validating PDF Accessibility
Validating PDF Accessibility
Adobe Acrobat Reader: Read Out Loud
Adobe Acrobat Reader: Read Out Loud
Adobe Acrobat: Quick Tips
Adobe Acrobat: Quick Tips
Module 3  Structuring PDF Documents
Module 3 Structuring PDF Documents
Resources  Accessible PDF Creation
Resources Accessible PDF Creation
Resources - Government
Resources - Government
Creating Section 508 Compliant PDF Documents I
Creating Section 508 Compliant PDF Documents I

: Creating Section 508 Compliant PDF Documents I. : . : Creating Section 508 Compliant PDF Documents I.ppt. zip-: 1748 .

Creating Section 508 Compliant PDF Documents I

Creating Section 508 Compliant PDF Documents I.ppt
1 Creating Section 508 Compliant PDF Documents I

Creating Section 508 Compliant PDF Documents I

ASPA Web Communications and New Media Division

1

2 PDF I Class Objectives

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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3 Creating Section 508 Compliant PDF Documents I

Creating Section 508 Compliant PDF Documents I

Module 1 Introduction and HHS Document Requirements

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4 HHS PDF Document Layout and Formatting Requirements

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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5 HHS PDF Document Layout and Formatting Requirements

HHS PDF Document Layout and Formatting Requirements

All URLs 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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6 HHS PDF Document Layout and Formatting Requirements

HHS PDF Document Layout and Formatting Requirements

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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7 HHS PDF Document Images Requirements

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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8 HHS PDF Document Tables Requirements

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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9 HHS PDF Document Tables Requirements

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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10 HHS PDF Document Best Practices

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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11 HHS PDF Document Best Practices

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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12 Use Document Properties as Best Practices

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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13 PDF - Overview

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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14 Module 2: Creating PDF Documents

Module 2: Creating PDF Documents

Creating Section 508 Compliant PDF Documents I

14

15 Creating an Accessible PDF

Creating an Accessible PDF

There are several methods for converting a document to PDF Converting Microsoft Office documents to PDF using Adobe Acrobat Converting files into PDF within Microsoft Office applications using the Adobe Acrobat plug-in Converting a Paper Document to PDF (covered in PDF II)

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16 Creating Documents in Adobe Acrobat Professional

Creating Documents in Adobe Acrobat Professional

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17 Converting Documents using Adobe

Converting Documents using Adobe

Open Acrobat and from the File menu select Create PDF Select the original file or method to create the PDF

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18 Converting Documents using Adobe

Converting Documents using Adobe

Create PDF can be also chosen from the Advanced Editing tool bar Select the original file or method to create the PDF

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19 Converting Documents using Adobe

Converting Documents using Adobe

After selecting the file location and type in the browse field, select Open The file will automatically convert into a PDF Now the file will need to be remediated within Adobe Acrobat Professional

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20 Conversion to PDF within Microsoft Office Using the Adobe Acrobat

Conversion to PDF within Microsoft Office Using the Adobe Acrobat

Plug-in

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21 Converting files into PDF within Microsoft Word

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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22 Conversion Settings

Conversion Settings

Open the desired Office document source file From the Office applications Main Menu bar, select Adobe PDF > Change Conversion Settings

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23 Conversion Settings

Conversion Settings

From the Settings tab, under Applications Settings check the following checkboxes: Attach source file to Adobe PDF Add Bookmarks to Adobe PDF Add links to Adobe PDF Enable Accessibility and Reflow with Tagged Adobe PDF

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24 Conversion Settings

Conversion Settings

Select the Advanced Settings button Change the Capability combo box selection to your version of Acrobat Professional Ensures the latest accessibility features Select OK to save conversion settings

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25 Converting files into PDF within Microsoft Word

Converting files into PDF within Microsoft Word

Select Adobe PDF from the Main Menu Select Convert to PDF from the Adobe PDF dropdown menu This creates a tagged PDF When prompted, name the file and save it 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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26 Module 2  Creating PDF Documents

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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27 Module 3: Structuring Documents

Module 3: Structuring Documents

Creating Section 508 Compliant PDF Documents I

27

28 Structure

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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29 Adobe Acrobat: PDF Accessibility

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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30 Adobe Acrobat: PDF Accessibility

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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31 Tagged PDF

Tagged PDF

Tags are a text only representation of the PDF file that is presented to Assistive Technology (AT). They create the documents structure and functionality PDF documents use tags to indicate the page elements that define the documents content structure and how elements relate to one another Elements include: headers, paragraphs, tables, graphics and lists

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32 Tag Types

Tag Types

Tag Description

Acrobat Generated

Word 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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33 Tag Types as seen in Acrobat

Tag Types as seen in Acrobat

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34 Document Status

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 documents 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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35 Document Status Content and Order Panes

Document Status Content and Order Panes

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36 Tagging Converted Documents

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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37 Tagging an Untagged PDF

Tagging an Untagged PDF

Select Advanced > Accessibility > Add Tags to Document

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38 Accessibility review of documents

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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39 Accessing the Tools

Accessing the Tools

Gain access to the Content, Order and Tags panes by: From the Acrobat toolbar select View From the View menu select Navigation Panels From Navigation Panels select Content, Order, Tags Drag all tabs into one panel

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40 Creating Tags

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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41 Touchup Reading Order From a Word Document

Touchup Reading Order From a Word Document

Starting with the Word Document: 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 Create PDF by using the Convert to PDF tool From the Acrobat Order Panel, review and adjust the reading order as necessary Demote artifacts to background Go to the Tags panel and edit tags

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42 Manually Adjusting PDF Tags

Manually Adjusting PDF Tags

If a document element was improperly tagged, the tag can quickly be converted to a more appropriate tag Open the Tag Panel by selecting View>Navigation Panels>Tags from Acrobats main menu

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43 Manually Adjusting PDF Tags

Manually Adjusting PDF Tags

Right click on the desired tag, and select Properties This will open the Touchup Properties window

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44 Manually Adjusting PDF Tags

Manually Adjusting PDF Tags

From the Type combo box, select the correct tag and then close the window The updated tag will appear in the Tags tree

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45 Editing/Adding Tags

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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46 Editing/Adding Tags

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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47 Editing/Adding Tags

Editing/Adding Tags

Properties Change tag type Add alternative text to Figure tags Change document text style

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48 Editing/Adding Tags

Editing/Adding Tags

Add Alternative text to images: Select the Tags panel and right click on a Figure tag Select Properties Enter a title for the image Type actual text that appears on the image In the Alternative Text box type a text description that conveys the purpose of the image

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49 Editing/Adding Tags

Editing/Adding Tags

Demote tagged images to the background: Reveal child elements below the tag by left clicking on the plus sign to the left of the tag Right click on the child element and then select Change Tag to Artifact Define artifact type Page Pagination Layout Artifacts are invisible to AT

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50 Touchup Reading Order for Poorly Tagged Documents (e

Touchup Reading Order for Poorly Tagged Documents (e

g. MS Publisher)

Working in the Order panel select Options Select Show reading order panel Next the Touchup Reading Order tool will appear Select Clear page structure to clear any existing tags

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51 Touchup Reading Order

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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52 Touchup Reading Order

Touchup Reading Order

Create Containers for document elements by highlighting the text of image A blue boundary box should appear around the select element. 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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53 Touchup Reading Order

Touchup Reading Order

When tagging the document, the reading order may not be correct Go to the Tags panel and edit tags as necessary

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54 Manually Adjust Reading Order

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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55 Manually Adjust Reading Order

Manually Adjust Reading Order

To change the reading order: From Acrobats main menu, select View>Navigation Tabs>Order

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56 Manually Adjust Reading Order

Manually Adjust Reading Order

Once the Order Panel is displayed, numbers will appear on the document, revealing the documents reading order

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57 Manually Adjust Reading Order

Manually Adjust Reading Order

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 Continue this process until all elements are in the proper order

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58 Adding Alternative Text

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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59 Adding Alternative Text

Adding Alternative Text

Looking at the tagged document using the Order tab, an image without alternative text looks like this:

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60 Adding Alternative Text

Adding Alternative Text

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

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61 Adding Alternative Text

Adding Alternative Text

Go to the Alternative Text field located on the Touchup Properties window and add the appropriate alternative text

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62 Alternative Text

Alternative Text

Close the window and move to the Order tab, the image will change to show the alternative text

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63 Setting the Documents Language

Setting the Documents 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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64 Accessible Tables

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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65 Adobe Acrobats Workflow Suggestions

Adobe Acrobats Workflow Suggestions

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66 Validating PDF Accessibility

Validating PDF Accessibility

Five techniques for validating PDF accessibility Run Accessibility Full check Use Reflow (resets visual reading order to match tagging order) Save as Accessible Text Use assistive technology AT used by a person with a disability e.g. JAWS or Window-Eyes When assistive technology is not available use Read Out Loud - Built-in PDF reader

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67 Adobe Acrobat Reader: Read Out Loud

Adobe Acrobat Reader: Read Out Loud

When assistive technology is not available use the built-in PDF reader to test the PDFs reading order: From the View menu select Read Out Loud Select either Read This Page Only or Read to End of Document

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68 Adobe Acrobat: Quick Tips

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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69 Module 3  Structuring PDF Documents

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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70 Resources  Accessible PDF Creation

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 Johnson http://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 All http://www.cew.wisc.edu/accessibility/tutorials/default.htm

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71 Resources - Government

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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72 Creating Section 508 Compliant PDF Documents I

Creating Section 508 Compliant PDF Documents I

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

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