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Q F Q N L L Adobe Acrobat 8 Professional:PDF Accessibility (Section 508 Tagging)Reference Guide Table of Contents TOC \o "2-3" \h \z \t "Heading 1,1" HYPERLINK \l "_Toc228674019" INTRODUCTION PAGEREF _Toc228674019 \h 1 HYPERLINK \l "_Toc228674020" Purpose PAGEREF _Toc228674020 \h 1 HYPERLINK \l "_Toc228674021" Objectives PAGEREF _Toc228674021 \h 1 HYPERLINK \l "_Toc228674022" Section 508 compliance PAGEREF _Toc228674022 \h 1 HYPERLINK \l "_Toc228674023" Accessibility is everywhere PAGEREF _Toc228674023 \h 1 HYPERLINK \l "_Toc228674024" Make a PDF accessible PAGEREF _Toc228674024 \h 1 HYPERLINK \l "_Toc228674025" Tags in a PDF PAGEREF _Toc228674025 \h 1 HYPERLINK \l "_Toc228674026" Think of your audience when developing a tagged PDF PAGEREF _Toc228674026 \h 2 HYPERLINK \l "_Toc228674027" Motor disabilities PAGEREF _Toc228674027 \h 2 HYPERLINK \l "_Toc228674028" Hearing disabilities PAGEREF _Toc228674028 \h 2 HYPERLINK \l "_Toc228674029" Cognitive disabilities PAGEREF _Toc228674029 \h 2 HYPERLINK \l "_Toc228674030" Low vision PAGEREF _Toc228674030 \h 2 HYPERLINK \l "_Toc228674031" Approaching accessibility PAGEREF _Toc228674031 \h 2 HYPERLINK \l "_Toc228674032" Methods for creating PDF documents PAGEREF _Toc228674032 \h 2 HYPERLINK \l "_Toc228674033" UNDERSTANDING TAGS IN A PDF PAGEREF _Toc228674033 \h 3 HYPERLINK \l "_Toc228674034" How assistive technologies interpret tags PAGEREF _Toc228674034 \h 3 HYPERLINK \l "_Toc228674035" Screen Readers PAGEREF _Toc228674035 \h 3 HYPERLINK \l "_Toc228674036" Most frequently used PDF tags PAGEREF _Toc228674036 \h 3 HYPERLINK \l "_Toc228674037" COMMON TAGS AND THEIR ASSOCIATIONS PAGEREF _Toc228674037 \h 4 HYPERLINK \l "_Toc228674038" DIFFERENT METHODS FOR CREATING PDF DOCUMENTS PAGEREF _Toc228674038 \h 5 HYPERLINK \l "_Toc228674039" Advantages and disadvantages for each method PAGEREF _Toc228674039 \h 5 HYPERLINK \l "_Toc228674040" Print versus convert versus scanned PAGEREF _Toc228674040 \h 5 HYPERLINK \l "_Toc228674041" File > Print PAGEREF _Toc228674041 \h 5 HYPERLINK \l "_Toc228674042" Convert to PDF PAGEREF _Toc228674042 \h 6 HYPERLINK \l "_Toc228674043" TOOLS FOR THE JOB PAGEREF _Toc228674043 \h 7 HYPERLINK \l "_Toc228674044" TouchUp Reading Order Tool PAGEREF _Toc228674044 \h 7 HYPERLINK \l "_Toc228674045" Buttons PAGEREF _Toc228674045 \h 7 HYPERLINK \l "_Toc228674046" Other Features PAGEREF _Toc228674046 \h 8 HYPERLINK \l "_Toc228674047" Tag Options PAGEREF _Toc228674047 \h 8 HYPERLINK \l "_Toc228674048" Selecting Page Elements to Add/Edit Tags PAGEREF _Toc228674048 \h 8 HYPERLINK \l "_Toc228674049" Viewing with the TouchUp Reading Order tool activated PAGEREF _Toc228674049 \h 9 HYPERLINK \l "_Toc228674050" Table Inspector PAGEREF _Toc228674050 \h 9 HYPERLINK \l "_Toc228674051" Table Inspector Mode PAGEREF _Toc228674051 \h 9 HYPERLINK \l "_Toc228674052" Table Inspector Options PAGEREF _Toc228674052 \h 10 HYPERLINK \l "_Toc228674053" Table Cell Properties PAGEREF _Toc228674053 \h 10 HYPERLINK \l "_Toc228674054" SETTING UP YOUR WORKSPACE PAGEREF _Toc228674054 \h 11 HYPERLINK \l "_Toc228674055" Toolbars PAGEREF _Toc228674055 \h 11 HYPERLINK \l "_Toc228674056" Navigation Panels PAGEREF _Toc228674056 \h 11 HYPERLINK \l "_Toc228674057" Advanced Editing Toolbar PAGEREF _Toc228674057 \h 11 HYPERLINK \l "_Toc228674058" Page Navigation Toolbar PAGEREF _Toc228674058 \h 12 HYPERLINK \l "_Toc228674059" Select & Zoom Toolbar PAGEREF _Toc228674059 \h 12 HYPERLINK \l "_Toc228674060" Viewing And Understanding The Navigation Panels PAGEREF _Toc228674060 \h 12 HYPERLINK \l "_Toc228674061" Navigation Panels Set up for Section 508 Tagging PAGEREF _Toc228674061 \h 12 HYPERLINK \l "_Toc228674062" SETTING UP YOUR DOCUMENT PROPERTIES PAGEREF _Toc228674062 \h 13 HYPERLINK \l "_Toc228674063" Description Tab PAGEREF _Toc228674063 \h 13 HYPERLINK \l "_Toc228674064" Initial View Tab PAGEREF _Toc228674064 \h 13 HYPERLINK \l "_Toc228674065" Advanced Tab PAGEREF _Toc228674065 \h 14 HYPERLINK \l "_Toc228674066" Security, Fonts, Custom Tabs PAGEREF _Toc228674066 \h 14 HYPERLINK \l "_Toc228674067" Security Tab - Permissions Section PAGEREF _Toc228674067 \h 14 HYPERLINK \l "_Toc228674068" ADDING TAGS TO A PDF PAGEREF _Toc228674068 \h 15 HYPERLINK \l "_Toc228674069" Adding Tags PAGEREF _Toc228674069 \h 15 HYPERLINK \l "_Toc228674070" WORKING IN THE TAGS PANEL PAGEREF _Toc228674070 \h 16 HYPERLINK \l "_Toc228674071" Adding Tags from the Tag Tree PAGEREF _Toc228674071 \h 16 HYPERLINK \l "_Toc228674072" Locating Tags PAGEREF _Toc228674072 \h 16 HYPERLINK \l "_Toc228674073" Creating New Tags PAGEREF _Toc228674073 \h 17 HYPERLINK \l "_Toc228674074" Editing Tags PAGEREF _Toc228674074 \h 18 HYPERLINK \l "_Toc228674075" Part and Section Tags PAGEREF _Toc228674075 \h 18 HYPERLINK \l "_Toc228674076" WORKING WITH TABLES PAGEREF _Toc228674076 \h 20 HYPERLINK \l "_Toc228674077" WORKING WITH FORMS PAGEREF _Toc228674077 \h 21 HYPERLINK \l "_Toc228674078" UNDERSTANDING THE OCR PROCESS PAGEREF _Toc228674078 \h 24 HYPERLINK \l "_Toc228674079" CHECKING YOUR DOCUMENT FOR ACCESSIBILITY PAGEREF _Toc228674079 \h 25 HYPERLINK \l "_Toc228674080" Acrobat Full Check PAGEREF _Toc228674080 \h 25 HYPERLINK \l "_Toc228674081" Perform a Full Check PAGEREF _Toc228674081 \h 25 HYPERLINK \l "_Toc228674082" Save as Text Accessible PAGEREF _Toc228674082 \h 26 HYPERLINK \l "_Toc228674083" To save your document as Text Accessible PAGEREF _Toc228674083 \h 27 HYPERLINK \l "_Toc228674084" OPTIMIZING YOUR PDF FOR FAST WEB VIEW PAGEREF _Toc228674084 \h 28 HYPERLINK \l "_Toc228674085" Optimize your PDF PAGEREF _Toc228674085 \h 28 INTRODUCTION Purpose This reference guide was designed for California State employees who work with documents in Portable Document Format (PDF) that must abide by: California Government Code 11135 (d) (1-3) that adopted the Federal Rehabilitation Act Section 508. The State Administrative Manual (SAM) Chapter 4800, Section 4833 - Information Technology Accessibility Policy. Californias Website Accessibility Standards written by the Information Organization, Usability, Currency, and Accessibility working group (IOUCA). Objectives This guide was created to assist California State employees with the basics and an understanding of Section 508 compliancy and making PDFs accessible. By the end of this guide you should: Know the difference between working with an original PDF document and a converted document. Understand the importance in creating PDF documents from various output sources, e.g., Word, Excel, WordPerfect. Familiarize and apply accessibility tools to a PDF document. Tag table and form elements in a PDF document. Comprehend how screen readers interpret tagged PDF files. Examine various testing methods for checking documents for accessibility. Learn the Optical Character Recognition (OCR) process techniques. Section 508 compliance Section 508 compliance or accessibility enables individuals with disabilities such as people with blindness, low vision, or mobility impairments to read, hear and interact with computer-based information and content with or without the aid of assistive technology. A document is considered accessible if its content can be accessed by anyone, not just by people who can see well and use a mouse. Accessibility is everywhere We are constantly seeing changes in our daily life regarding accessibility. From the crosswalks we use to providing Braille on our business cards. Accessibility is here and becoming more important for the web. Make a PDF accessible One of the characteristics of an accessible PDF is a logical document structure indicated by tags. Tags in a PDF The tags indicate the structural elements of a document such as which page elements are title, headings, figures, text, tables, and so on and how these elements relate to each other. These tags are similar to the paragraph styles, HTML tags, or XML tags you might use in non-PDF documents. Warning: When editing a PDF document, always be sure to save a copy of the original file under a different document name. While tagging the reading order of layered images in Adobe Acrobat 8 Professional, the software may unexpectedly and permanently delete the image content. Adobe acknowledges the glitch and suggest frequently saving the document and working on a copy of the original file. Think of your audience when developing a tagged PDF It is always best practice to know and understand what kinds of issues people with disabilities might encounter when reading PDF files. Usually, when we think of a tagged PDF in Acrobat, we are most likely focused on the accessibility of our documents to screen readers. It is very important to remember not everyone viewing our documents may be blind; there are also many different types of disabilities to consider. Motor disabilities We need to be careful and thoughtful of the size of our font size in our documents. Links in a document shouldnt be too small that someone with limited fine muscle control will have a difficult time trying to click the link. Hearing disabilities Not only a must for HTML, You should provide transcripts if multimedia is being used. If a document has embedded multimedia objects involving sound, you will exclude both the deaf and deaf-blind if you do not provide a transcript. Cognitive disabilities Simplicity is the theme. Avoid using vocabulary most audiences will not be familiar with. If possible, bookmark and combine PDFs rather than linking to external files and creating more pop-up windows. Try your best to make your documents easy to understand and interpret. Low vision Ensure the documents have enough contrast. Do not use bright colors with bright backgrounds. If there is information conveyed with color, be sure the same information is conveyed if color is not available. Adding a textual cue may assist in conveying the information just the same as color. Approaching accessibility One important thing to remember is that not all files that are in PDF format actually need to be a PDF. You should consider if it may be easier to develop a web page rather than creating a PDF. Methods for creating PDF documents PDF documents can be created from multiple sources. Each source can have its own impact how a document can be made accessible. UNDERSTANDING TAGS IN A PDF PDF tags can be considered the skeleton of a PDF document. They hold the document together providing a logical structure and reading order. They are a text-only representation of the PDF file and only serve a purpose for accessibility purposes and have no visible effect on the PDF itself. Without the proper tags in place, the document is no longer in a logical structure and then becomes inaccessible. PDF tags can also be compared to HTML tags. HTML tags are used to build web pages and are almost identical to PDF tags, but are still very different. It is true that if you are comfortable working with HTML that you will probably have an easier time creating and editing tagged PDF documents. How assistive technologies interpret tags Assistive technologies such as screen readers interpret tags by letting the user know immediately what type of document they are viewing. They identify all types of headings, paragraphs, tables, forms, etc . To better understand how important it is to use the proper tags when needed, screen readers will announce how many headings there are in the document. That will allow users to skip to each heading without having to read an entire section. Therefore, making the document more usable which usability is also a major factor to consider when making PDFs accessible. Screen Readers Screen readers are used to read a document out loud to a user from the tag structure. A good way of thinking how to make the document accessible is to visualize how you wish your document to be read to you. Job Access with Speech (JAWS) and Window-Eyes are two of the most popular screen reading technologies. Both have many different functions and features, but both read from the tag structure. Most frequently used PDF tags The table on the next page describes some of the most common tag elements used in Adobe Acrobat. The majority of these tags can be found from the TouchUp Reading Order tool which we will review in detail later. COMMON TAGS AND THEIR ASSOCIATIONS PAGE ELEMENTPDF TAGPURPOSE OF THE PDF TAGHeading 1
tag, which are very similar to HTML paragraph tags. If the TouchUp Reading Order Tool palette is open, identify paragraphs of text by clicking the text button on the palette.
Paragraphs of textList item 1
List item 2
List item 3
List item 4
List item 5