Creating Section 508 Compliant PDF Documents I

1
Creating Section 508 CompliantPDF Documents I

• ASPA Web Communications and New Media Division

2
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

3
Creating Section 508 CompliantPDF Documents I

• Module 1 Introduction and
• HHS Document Requirements

4
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

5
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

6
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

7
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

8
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

9
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

10
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 (!,?_at_/\parentheses?

11
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

12
Use Document Properties as Best Practices

• Properties Summary tab
• Shows document creator and ownership
• Gives author of the document
• Further contact information

13
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

14
Creating Section 508 CompliantPDF Documents I

• Module 2 Creating PDF Documents

15
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)

16
Creating Documents in Adobe Acrobat Professional
17
Converting Documents using Adobe

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

18
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

19
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

20
Conversion to PDF within Microsoft OfficeUsing
the Adobe Acrobat Plug-in
21
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

22
Conversion Settings

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

23
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

24
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

25
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.

26
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

27
Creating Section 508 CompliantPDF Documents I

• Module 3 Structuring Documents

28
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

29
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

30
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

31
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

32
Tag Types
33
Tag Types as seen in Acrobat
34
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

35
Document StatusContent and Order Panes
36
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

37
Tagging an Untagged PDF

• Select Advanced gt Accessibility gt Add Tags to
  Document

38
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)

39
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

40
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

41
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

42
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 ViewgtNavigation
  PanelsgtTags from Acrobats main menu

43
Manually Adjusting PDF Tags

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

44
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

45
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

46
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

47
Editing/Adding Tags

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

48
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
  

49
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

50
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

51
Touchup Reading Order
52
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

53
Touchup Reading Order

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

54
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

55
Manually Adjust Reading Order

• To change the reading order
• From Acrobats main menu, select ViewgtNavigation
  TabsgtOrder

56
Manually Adjust Reading Order

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

57
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

58
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

59
Adding Alternative Text

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

60
Adding Alternative Text

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

61
Adding Alternative Text

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

62
Alternative Text

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

63
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

64
Accessible Tables

• Reading order must be specified for tables
• Use the Tags pane to
• Adjust/add table headers
• Tags for tables are
• ltTablesgt - Table
• ltTHgt - Table Header
• ltTRgt - Table Row
• ltTDgt - Table Data

65
Adobe Acrobats Workflow Suggestions
66
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

67
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

68
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

69
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

70
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?authorDuff20
  Johnson
• PDF News and Tips (e-zine) http//visitor.constan
  tcontact.com/email.jsp?m1011065902041
• Web Accessibility for All
• http//www.cew.wisc.edu/accessibility/tutorials/de
  fault.htm

71
Resources - Government

• Web Communications New Media Division
  http//www.hhs.gov/web/policies/index.html508
• Includes policies, checklists, and best practices
  for HHS document accessibility
• Federal Government 508 Policy, Training and
  Resources
• http//www.section508.gov/

72
ASPA Web Communications and New Media
Divisionhttp//www.hhs.gov/web/

• Creating Section 508 CompliantPDF Documents I