® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY Achieving...

®

Copyright 2008 Adobe Systems Incorporated. All rights reserved.

ADOBE® ACCESSIBILITY

Achieving Accessibility with PDF

Matt May (@mattmay)

3 Feb 2010

Featuring Adobe Acrobat 9

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Agenda

What is Accessibility?

Why is it Important?

Acrobat 9 and PDF Accessibility Overview

LiveCycle Designer Accessibility Techniques

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What is Accessibility?

Accessibility involves two key issues:

How users with disabilities access electronic information

How content designers, developers, and authors produce content that functions with assistive devices used by individuals with disabilities.

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Adobe Acrobat 9 Accessibility Overview

All products in the Acrobat family, Reader, Acrobat Standard, and Acrobat Professional work with conventional assistive technology products such as the popular screen readers JAWS and Window Eyes.

All of the Acrobat products also have built in accessibility features such as Read Out Loud speech synthesis, the ability to control the contrast between background and text, and the ability to provide a large type display using the Reflow feature.

Pro versions provide authors the ability to validate and create accessible PDF documents and forms from a variety of original sources including scanned paper documents.

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Product Features: Lowering Barriers to Accessibility

Works in Conjunction with Conventional Assistive Technology Screen Readers:

Windows: NVDA, JAWS, SuperNova (Reader / Magnifier), Window-Eyes

Linux: Orca

Mac OS: VoiceOver

Voice Recognition: Dragon NaturallySpeaking (Windows)

Screen Magnifiers: Lunar, ZoomText (Windows)

Built-in Features in Adobe Reader 9 and all versions of Adobe Acrobat 9 Mean There is Accessibility without Additional Software

Incorporates Operating System Accessibility Features

Read Out Loud, Reflow, High Contrast View, Autoscroll, Accessibility Setup Assistant

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Product Features: Providing Accommodation for a Variety of Disabilities

Accommodation Achieved With or Without 3rd Party Assistive Technology Blindness (Text to Speech functionality: Read Out Loud and Screen Reader

Compatibility also support for Braille output – refreshable keyboards, Braille embossers)

Low Vision (Text to Speech functionality, Support for Magnification and Large Type Display: Reflow, High Contrast Viewing, Read Out Loud, Screen Magnifier Compatibility)

Limited Mobility (Autoscroll, numerous keyboard equivalents, compatibility with alternate input devices, Support for Voice Recognition - Dragon, ViaVoice)

Cognitive (Read Out Loud, Compatibility with TextHelp’s PDFAloud which highlights content as it is being spoken)

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Product Features: Built In Accommodations

Auto-scroll: moves the page for you

View > Automatically Scroll Keyboard: Shift +Ctrl+H

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Export to Other File Formats Reader: Save as Accessible Text Acrobat: Export to:

Word Document Rich Text Format (RTF) HTML XML Text

High Contrast View Alters text and background

colors Edit > Preferences (Ctrl-K) Select Accessibility Check “Replace Document

Colors”

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Read Out Loud – Reads to You

View > Read Out Loud > Activate Read Out Loud

Shift + Ctrl + Y activates Read Out Loud

Shift + Ctrl + V reads the current page

Shift + Ctrl + B reads the entire document

Shift + Ctrl + C pauses reading

Shift + Ctrl + E stops reading

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Form FieldsEdit > Preferences (Ctrl +K) select

Reading and select “Read Form Fields”

Reflow – Large Type DisplayView > Zoom > Reflow

Ctrl + 4

Alt + V + Z + R

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Product Feature: Optimize Adobe Acrobat / Adobe Reader for Best Results

Accessibility Setup Assistant Configures the User Agent for Optimal Performance with Assistive Technology

Adobe Acrobat

Advanced > Accessibility> Setup Assistant

Adobe Reader

Help>Accessibility Setup Assistant

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Adobe Acrobat Pro Versions Accessibility Details

Compatible with Conventional Assistive Technology

Has Built in Accessibility Accommodations

Read Out Loud

High Contrast

Reflow

Autoscroll

Accessibility Setup Assistant

Facilitates Accessible AuthoringOCR

Add Tags

Touch Up Read Order Tool

Accessibility Checker

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The File Format: Accessibility Requirements

Logical Reading Order – Does it make sense when you listen to it?

Alternate Text Descriptions for Non-Text Elements – Have alternate text descriptions been added to graphics for those with visual disabilities?

Logical Tab Order (Forms) – Can you navigate the form in a way that makes sense?

Short Descriptions (Forms) – Are audible short descriptions added to form fields for those with visual disabilities?

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Product Feature: Acrobat TouchUp Read Order Tool

TouchUp Reading Order Tool in Acrobat 9 Professional for PDF Accessibility Repair

Review and correct reading orderReview and correct basic tagging

issuesAdd Alternate Text to FiguresAdd Short Descriptions to Form

FieldsTag simple tables quickly and

easily

Benefits•Quick and easy to detect tagging

errorsEasy to fix most common errors

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Scenarios for Accessible PDF

You Have a PDF FileScanned PDFPDF Forms

Acrobat Forms (Forms Toolbar in Acrobat 9 Professional)

Searchable PDF

You Intend to Create a PDF File

Applications that Create Tagged PDF PDF Maker (for Microsoft Office) Other Applications

PDF Form LiveCycle Designer

(Application Distributed with Acrobat 9 Professional)

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The PDF Accessibility Workflow....

Ask Yourself a Series of Questions in this Order

Is the PDF a Scanned Image?Is the PDF Intended to be a Form?Is the PDF Tagged?Are the Items Properly Tagged?

Verifying read order Verify proper tagging (i.e., figures,

tables, etc.) Add alternate text descriptions to

graphics Add short descriptions to form fields

Have I Missed Something? Run the Accessibility Checker

Make recommended and appropriate repairs until no problems found

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From Acrobat From the Menu

File > Open Keyboard Shortcut

Ctrl + O Accelerator Keys

Alt + F + O

From Outside of Acrobat Tab to file and select (begin

typing file name) Click on a PDF file Right Mouse Click (“Open With...”)

1. Open the PDF File

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2. Analyze the Content – Give Yourself an Idea of What Lies Ahead

Determine the Complexity of the Document / Page

Short document (a few pages) or a long document (many pages)

Single Column / Multi Column?Are there graphics present?Tables?Does it appear to have multiple

headings?Does it appear to have form

fields?Is the layout easy or difficult to

follow (side headings for example)?

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3. Determine if the PDF File is a Scanned Image

Verify the presence of searchable text

Zoom In, Look for “Jaggies”Search for Text on the Page (Ctrl F)

Run “Read Out Loud” on the Page

(First, Activate Read Out Loud: View > Read Out Loud, or Shift + Ctrl + Y, or Alt + V + A + A)

Menu: View > Read Out Loud > Read This Page Only

Keyboard: Shift+ Ctrl+VAlt + V + A + PIf it is an image, Read Out Loud will

prompt you to run the optical character recognition engine, “Recognize Text Using OCR” (see next slide)

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3. Determine if the PDF File is a Scanned Image

Perform the Quick Check Advanced > Accessibility >

Quick Check

Shift + Ctrl + 6

Alt + A + A + Q

Perform the Full Check Advanced > Accessibility > Full

Check

Alt + A + A + F

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If it is a Scanned Image... Perform OCR

Optical Character RecognitionMenu:

Document > OCR Text Recognition >Recognize Text Using OCR

Formatted Text andGraphics (ClearScan for Acrobat 9)

Verify LanguageLowest Downsampling (600 dpi)Alt + D + Z + S

Search for and Correct “Suspects”

Menu: Document > OCR Text Recognition > Find First OCR Suspect

Proofread (Touchup Text Tool) Read Out Loud Can Also

Launch OCR

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4. Locate URLs and Activate Links

Use Acrobat’s Create Links from URLs CommandThis has the effect of converting URLs in a PDF document to active hypertext links

Advanced > Document Processing > Create Links from URLs

ALT + A + D + C

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5. Determine if the PDF File is Meant to be a Form

Visual InspectionDoes the Document Appear to be

Soliciting Information – Name, Address, Social Security Number?

Read Out Loud / Screen Reader Also Offer Clues for the Visually Impaired

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If the PDF File is Intended to be an Interactive Form...Add Form Fields

Automatically detect Form Fields

Forms > Run Form Field Recognition

Alt + O + R

or if you preferAdvanced > Accessibility > Run

Form Field RecognitionAlt + A + A + U

Add form fields using the Acrobat Forms Tools

Menu: Tools > Forms> Show Forms Toolbar

Alt + T + R + B

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If the PDF File is Intended to be an Interactive Form...Add Form Fields

Add Form Fields to the Tags

Add Tags after adding form fields: Advanced > Accessibility > Add Tags to Document

Advanced > Accessibility > Add Form Fields to Tags

Alt + A + A + D

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Or Manipulate the Form in the Adobe Designer

Or Manipulate in the Adobe Designer

Menu: Advanced > Forms > Make Form Fillable in Adobe Designer…(Alt + A + F + M)

Other LiveCycle Designer Options Available by Selecting from the Menu: Advanced > Forms from the Menu > Make Form Fillable in Adobe Designer (Alt + A + F + M)

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Using the Designer: Open in the Designer from Acrobat

Open the Form in the Designer

Forms > Create New Form

Alt + O + N

Start with an Electronic Document

Use the current document

Run Auto Field Detection

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Using the Designer: Verify Designer’s Accessibility Settings

Open the Accessibility Palette

Window > Accessibility

Alt + W + C

Shift + F6

Verify that Screen Reader Precedence is properly set

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Using the Designer: Do This, Not That

Combine Text Field Objects with Captions

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Using the Designer: Merge Fields and Captions

Merge as Caption Command Layout > Merge as Caption

or Right Mouse Click and select the Merge as Caption option.

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Using the Designer: Verify Tab Order

View > Tab Order Alt + V + T

Or use the tab order button

Shift + Click the First Item

Click remaining items in the desired order

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6. Determine if the PDF File is a “Searchable PDF”

If you have performed the previous steps on the other PDF file types, your PDF will be a “searchable” PDF at this point

You Have Ruled Out or Corrected for the Scanned Document

You Have Ruled Out or Corrected for the Form

Now It Behaves as if it Came from a Word Processing or Desktop Publishing Application (Print > Adobe PDF)

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7. Determine if the PDF File is Tagged

Verify the presence of tags, add tags if necessary

Verify Document Properties (Lower left corner of document properties dialog)

Menu: File > Document Properties

Keyboard: Ctrl + D

Display the Tags Panel and use the Options Menu to verify Document is Tagged PDF

Menu: View > Navigation Panels > Tags

Run a Quick Check

Run a Full Check

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If the PDF File is Not Tagged...then add Tags to the File

Add Tags to Document Menu: Advanced > Accessibility

> Add Tags to Document

ALT + A + A + A

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8. Determine if the Items are Properly Tagged

Use the TouchUp Reading Order Tool

Menu: Advanced > Accessibility > TouchUp Reading Order

ALT + A + A + T

Verifying read order (Follow the Numbers)

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8. Determine if the Items are Properly Tagged

Show Order Panel Button onTouchUp Reading Order Tool

Menu: View > Navigation Panels >Order

ALT + V + N + O

Add alternate text descriptions to graphics

Add short descriptions to form fields

Verify proper tagging (i.e., figures, tables, etc.)

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9. Make Sure You Have Not Missed Anything

Run the Accessibility Full Check

Menu: Advanced > Accessibility > Full Check

ALT + A + A + F

Make recommended and appropriate repairs –

Read the Report, Follow the Hyperlinks

Repeat this process until “No Problems Found”

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ADOBE® ACCESSIBILITY3

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Microsoft Word to Accessible PDF – Use the Adobe PDFMaker

Add Alternative Text to Graphics in the Word File

Select an image, use Format Picture dialog, add ALT text using the Web tab

Do NOT Use Spaces, Tabs to create tables, use the Table Editor

Do NOT Use Character formatting for Headings, Use Styles

Set Your Preferences From the Microsoft Word Menu:

Adobe PDF > Change Conversion Settings

ALT + B + S

Make sure “Enable Accessibility and Reflow with Tagged PDF” option is selected

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9

Microsoft Word to Accessible PDF – Use the Adobe PDFMaker

Convert with Adobe PDFMaker

From the Microsoft Word Menu: Adobe PDF > Convert to Adobe PDF

ALT + B + C

Select the icon

Check the Results in Adobe Acrobat 9

Alt + A + A + F

Follow the Suggestions for Repair, Repeat Until No Errors Detected

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A Caution Regarding Automated Checking

There is NO Accessibility Button

Tell Your Customers Accessibility Requires Human Testing in addition to Automated Checking

Checking Can Only Detect for the Presence or Lack of Required Items

Cannot Check if an Item is Correct or Appropriate

Accessibility is a New Item for the Production Workflow – Like Authoring, Layout, Proofreading, etc.

Note Also, Publishers Will Need to Employ a Variety of Techniques and Methods

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Loose Ends (Some Common Errors That Crop Up)

Check the Language Attribute in Acrobat

File > Properties (Ctrl D)

Choose the Advanced Tab, Select the Appropriate Language

Use Tags Panel to Provide Table Headers <TH> in First Table Row

In LiveCycle Designer, First Page Subform Needs to Have a Language Set

Fix Tab Order Does Not Correspond with Read Order Error

Display the Pages Panel: View > Navigation Panel > Pages

Select a Page and then Select All (Ctrl + A)

Select Page Properties and Check “Use Document Structure”

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For More Information

Adobe’s Accessibility Website: Your Resource for Acccessibility Information for Adobe Products www.adobe.com/accessibility

Adobe’s Voluntary Product Accessibility Templates (VPATs)

http://www.adobe.com/resources/accessibility/tools/vpat/

® Copyright 2008 Adobe Systems Incorporated. All rights reserved. ADOBE® ACCESSIBILITY Achieving...

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