Slide 1
The content and materials of this training are property of the DBTAC: Great Lakes ADA Center and cannot be used and/or distributed without permission.  This training is develop under NIDRR grant #H133A060097. For permission to use training content or obtain copies of materials used as part of this program please contact us by email at gldbtac@uic.edu or toll free (800)949-4232 (V/TTY) in IL, IN, MI, MN, OH and WI or 312-413-1407 (V/TTY) other locations.

Slide 2
The Why and How to Create Accessible PDFs
Presented by Kevin Price

Assistive Technology Specialist
Chair of the UIC Web Accessibility Committee
UIC Disability Resource Center
DBTAC Great Lakes ADA Center

Slide 3
Training Overview and Objectives
•	Introduction to the PDF File format

•	What is an accessible PDF and why should we make PDFs accessible

•	Organizational Issues and the PDF format

•	Creating Accessible PDFs from Source Documents

•	Simple Tips for Checking the Accessibility of PDFs and Developing Accessible PDFs without Acrobat Professional and/or Commonlook

•	Developing, Testing and Repairing PDF files

•	Resources and Questions

Slide 4
PDF Documents
•	What Is a PDF? 
•	PDF Stands for Portable Document Format 
◦	Non-proprietary Format (can be freely read and distributed)
◦	Keeps True to Format / Layout of a Print Document 
◦	Cross Platform compatibility 

Slide 5
Types of PDF Files
•	Unstructured

•	Structured

•	Tagged

•	Fully Accessible PDF

Slide 6
What Makes a Accessible PDF File?
•	Text available selectable
•	Alternative Text defined for all images
•	Logical Reading Order
•	Document Language Specified
•	Tables header rows defined
•	Hyperlinks that are descriptive of destination
•	Form fields with descriptions and in correct tab order
•	Text can viewed without the need to scroll back and forth- Reflow enabled

Slide 7
Why Make Accessible PDFs?
•	Accessibility of tagged PDF files available since 2001
•	Most current assistive technologies work with tagged pdf
•	PDF file format is ubiquitous
•	No need for duplication of effort
•	Security of Accessible PDF files available 
•	Universal Design 
•	PDF may be the best format
Slide 8
Problems with PDF Documents
•	PDF files were designed to be printed-Static
•	Accessibility not as defined as HTML
◦	HTML allows for flexibility – Allows for customization
•	Standards and tools still in development		PDF Universal Accessibility Committee
•	Some people who are Blind assume inaccessible and ask for alternative version
•	Need special tools to correct accessibility of PDF documents (Acrobat Professional, etc.)
•	Retrofitting can be difficult

Slide 9
Setting a Organizational Strategy
•	Many people are using the PDF file format
•	Accessibility of PDF files has to be considered even it means providing alternative formatted document
•	If no retrofitting, setting a date where newly developed PDF files will be accessible
•	Support, tools, and advertising of approach towards PDF files
•	Organizational approach/policy to when PDF files will be used

Slide 10
Process of Creating Accessible PDFs
•	Prepare your documents to create an accessible PDF
•	Check your PDF for accessibility
•	Correct accessibility problems with Adobe Professional
•	Review page for accessibility

Slide 11
Creating Accessible PDFs from  
Source Documents

Slide 12
Microsoft Word
•	Create Structured Documents
Screens showing how to insert headers.

Slide 13
Microsoft Word
•	Create Structured Documents 
◦	Screen showing how to insert headers. 

Slide 14
Microsoft Word
•	Create Structured Documents 

◦	Keyboard Shortcuts (other programs may intercept this keyboard shortcut)

•	Ctrl Alt 1 --- Heading 1

•	Ctrl Alt 2 --- Heading 2

•	Ctrl Alt 3 --- Heading 3

Slide 15
Microsoft Word Documents
•	Provide Alternative Text for Images
◦	Photo of woman hugging little boy in field of pumpkins.
◦	Screen showing how to insert text for images.

Slide 16
Microsoft Word Documents
•	Provide Alternative Text for Images
◦	Screen showing how to insert text for photos. 

Slide 17
Microsoft Word Documents
•	Provide Alternative Text for Images
◦	Three different screens showing how to insert text.

Slide 18
Microsoft Word Documents
•	Create Proper Lists 
◦	Screen showing how to create lists.

Slide 19
Microsoft Word Documents
•	Create Proper Lists 
◦	Screen showing how to create lists. 

Slide 20
Microsoft Word Documents
•	Format Hyperlinks

◦	Highlight information or URL to link

◦	Right click on item, choose hyperlink

◦	Fill “text to display” with a descriptive link

Slide 21
How to Create an Accessible PDF
•	Start with a Well Structured Document 
◦	Headings 
◦	Alt Text for Images
◦	Proper Lists
◦	Links 

•	Use PDF Maker available with Adobe Standard and Professional- Change Conversion Setting – Be Sure Accessibility is Checked

•	DO NOT USE “File Print to PDF”

Slide 22
Creating Accessible PDF’s but no Adobe Professional?
•	Word 2007- Save as PDF Add-in
◦	www.microsoft.com/downloads/details.aspx?FamilyID=f1fc413c-6d89-4f15-991b-63b07ba5f2e5&displaylang=en

•	OpenOffice.org Writer
◦	download.openoffice.org/index.html

•	IBM Lotus Symphony
◦	symphony.lotus.com

•	Will still need Adobe Professional for testing and modifying files for accessibility

Slide 23
Tips for Checking PDFs for Accessibility with Acrobat Reader
•	Drag cursor over text to see if it can be selected

•	In Acrobat Reader, Save As Text (Accessible), open .txt file, check order and whether text makes sense

•	Use Read Out Loud to listen to text.

•	In a PDF Form, hover the mouse pointer over each form field and check that a label appears as tool tip. Tab to each field and confirm that all content is present and in the right order

Slide 24 
Tips for Checking PDFs for Accessibility with Acrobat Reader
•	Check to see if the Document is “Tagged” Go to File - Properties- Check Reflow of document

•	Hover cursor over each meaningful image and check out if graphic is labeled appropriately with text

•	Insure in Document Properties under Security tab that  “Content Copying For Accessibility” is “Allowed”

•	Do an Accessibility Quick Check- Only checks whether file is tagged

Slide 25
Accessibility Built in to Acrobat Reader
•	Reflow
•	Zoom To
•	Read Out Loud
•	Accessibility Setup Assistant
◦	High Contrast
◦	Set colors used to highlight form fields and required fields
◦	Always display keyboard selection cursor
◦	Disable Font smoothing
◦	Reading Order
◦	Display PDF Documents in the web browser
◦	Auto-save disabled
◦	Reopen documents to last viewed
◦	Customize how AT accesses visible pages
◦	Override Page Layout Style
◦	Override Document Zoom

Slide 26
Adobe Professional Accessibility (Accessible Source Document)
•	Run accessibility test
•	Change Reading Order
•	Change items tagged inappropriately
•	Make Image Null Description using Background Image
•	Use Table Editor
•	Set Security that Permits Accessibility
•	Create PDF forms

Slide 27
Adobe Professional Accessibility (Source document Inaccessible)
•	Open a document to convert to PDF format
•	Check for tags, and Tag a document that hasn’t been tagged
•	Add Language attribute
•	Add Alternative text to an image
•	OCR an “image only” scan of a document
•	Create accessible links

Slide 28
Accessibility and PDF Tables
•	PDF Tables may not be accessible if created within source document
•	Table Editor (Adobe Acrobat Pro 9) and Table Inspector (Adobe Acrobat Pro 8) can be used to improve accessibility of tables
•	Table Editor (Pro 9) adds more features to associate header cells
•	Can add a Table Summary

Slide 29
Accessibility and PDF Forms
•	Accessible forms issue same as with HTML in associating label with field
•	Can Tag forms with Adobe Acrobat Professional to associate label with fields
•	Life Cycle Designer has an accessibility panel to add accessibility to:
◦	Text Fields
◦	Radio buttons
◦	Check Box
◦	List or Combo Box
◦	Button Controls
◦	Tab Order

Slide 30
Testing a Site for Accessibility
•	Run a full Accessibility Text
•	Assess Reading order 
◦	Check Order Panel
◦	Screen Reader and/or Read outloud feature
◦	Save as Text (accessible)
 
Slide 31
Commonlook (Third Party Alternative)
•	Requires Training
•	Automates processes in correcting PDF errors
•	Simple and Complex Tables
•	Form Field tagging
•	Tests for 508 Compliance and provides report

Slide 32
PDF Accessibility Resources
•	Adobe Accessibility Resource Center
◦	www.adobe.com/accessibility

•	Adobe Accessibility Blog
◦	blogs.adobe.com/accessibility/

•	Reference Card for Accessible PDF Creation from Word
◦	blogs.adobe.com/accessibility/2008/03/
   reference_card_for_accessible.html

•	Webaim PDF Accessibility Page
◦	www.webaim.org/techniques/acrobat/

•	PDF Universal Accessibility Committee
◦	pdf.editme.com/PDFUA

Slide 33

PDF Accessibility Resources (cont.)
•	Ten Tips for Creating Usable and Accessible PDFs
◦	refresh-detroit.org/2008/12/02/ten-tips-for-creating-usable-and-accessible-pdfs/

•	PDF Forms & WCAG 2.0 Webinar
◦	www.paciellogroup.com/blog/?p=197

•	PDF Accessibility Webinar-PDF & WCAG 2.0
◦	www.paciellogroup.com/blog/?p=404#more-404

•	PDF Accessibility- California State University, Sacramento Training Document
◦	www.csus.edu/training/handouts/workshops/
   creating_accessible_pdfs.pdf

Slide 34

PDF Accessibility Resources (cont.)
•	Ohio State University Web Accessibility Center’s Accessibility and PDF
◦	www.wac.ohio-state.edu/pdf/

•	Training Video on PDF Accessibility from AccessIT [video]  by Terry Thompson (requires Windows Media Player)
◦	www.washington.edu/accessit/video/ placeware040403.wvx

•	CommonLook® Section 508 for Adobe® Acrobat®
◦	www.net-centric.com/products/
cl_s508_adobe.aspx

Slide 35
Thank You for Your Attention!
Kevin Price
UIC Assistive Technology Specialist
pricek@uic.edu
DBTAC Great Lakes ADA Center