Accessible PDF Production
Prepared by the Web and Content Management Services team
Accessible PDF Production
Griffith University
Table of Content
Aim of the workshop ............................................................................................................................. 1
1.
Introduction .................................................................................................................................. 1
2.
Plan your documents ................................................................................................................... 2
3.
2.1.
Structure ................................................................................................................................ 2
2.2.
General considerations ......................................................................................................... 3
2.3.
Document properties ............................................................................................................. 3
Convert ........................................................................................................................................ 4
3.1.
In Word Processing document .............................................................................................. 4
3.2.
In Adobe PDF........................................................................................................................ 4
4.
TouchUp Reading Order .............................................................................................................. 5
5.
More information (links) ............................................................................................................... 6
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Accessible PDF Production
Griffith University
Aim of the workshop
This workshop aims to give you the tools to enable you to convert your Word documents to
accessible PDF (Portable Document Format):
At the end of the workshop, you should have the skills to test your documents to ensure they are:
•
Accessible – usable to all users regardless of disability or accessibility issues.
•
Useful – adds value to the organisation, gives your audience relevant information.
•
Usable – understandable to your audience, readable.
1. Introduction
It is assumed that you
•
Understand basic PDF production methods
•
Have the most recent version of Adobe Acrobat Professional (for the purpose of this
document, this is v7)
•
Desire a definitive source document in addition to final PDF
.
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Accessible PDF Production
Griffith University
2. Plan your documents
2.1.
Structure
Microsoft Word is probably the most common format for source documents used to create PDFs.
The following instructions are designed to be followed using Word, but the format rules apply for
any word processing software used if the subsequent PDF is designed to be accessible.
•
Do
o
Use
o
Styles to create MS Word documents
o
Tables for tabular data only.
o
Format → Paragraph to space vertically inside text, and margins for page
top and bottom.
o
Insert → Breaks for new page/column etc.
o
Columns option to create
o
Design your document using Format → Styles and Formatting.
o
Styles are structural elements and are required to create structured PDFs.
o
Add alternate text to images (Format Picture → Web tag in dialogue box)
o
Group small images –the simplest way is to
o
Use a blank slide in PowerPoint
o
Insert your pictures
o
Using the Select Objects arrow in the Drawing toollbar click and drag to
identify your selection
o
Draw → Group to make them a unit
o
Copy and paste the group into the Word document
o
In Word add alt text (Format → Drawing Canvas → Web tag in dialogue
box)
o
Enter the document title and keywords in the Properties – these will copy to Adobe
as metadata.
o
Complete any other fields you think are relevant.
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Accessible PDF Production
•
Don’t
o
2.2.
Griffith University
Use
o
Tables as design elements.
o
Extra lines for vertical spacing.
o
Extra lines for new pages/columns etc
o
Tabs to create simulated columns
o
Simulate structure using tabs, spaces, etc.
o
Make up tables using text boxes and so forth.
General considerations
These documents are not just being made for people with vision problems. Remember that one in 5
Australians suffers from one of the 6 disabilities groups.
o
Vision
o
Screen readers do not read artifacts (decorative borders, lines etc)
o
Be aware of what in your document may be treated as an artifact by screen
readers – any content involved will not be available to screen readers.
o
Colour blindness
o
Use textual clues as well as colour http://www.visionaustralia.org.au/info.aspx?page=628
o
o
Motor disabilities
o
o
Ensure there is enough contrast in the document
Don’t make hot spots too small.
Hearing
o
If you have embedded multimedia items, provide transcripts
o
Synchronize captions with videos – especially if the video makes no sense
without sound.
o
Cognitive and literacy
o
2.3.
Use clear and simple language.
Document properties
In your word document, make sure you complete the Title and key words – providing search
metadata for the web (this is a Word 7 example).This is under File > Prepare > Properties,
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Accessible PDF Production
Griffith University
This will also help in Search Engine optimisation when people are searching for topics covered by
this document.
If you have used another document as a template for this one, be sure to check these fields have
the correct information.
3. Convert
3.1.
In Word Processing document
o
Ensure you have the current version of Adobe Acrobat
o
Use the Adobe PDF → Convert, option
o
This option will, in MS Word, create tags automatically for the PDF version. These
tags provide the order in which a screen reader will step through the content, and
are very important.
3.2.
In Adobe PDF
o
Under Advanced → Accessibility → Full check → Start checking.
o
The most common error messages:
Images with no alternate text
Provide this in the word document and re-convert
Figure element with no alternate text
Provide this in the word document and re-convert
Text blocks with no language specified
Under File → Document Properties → Advanced
select appropriate language
Characters with no reliable mapping to Unicode (typically
Change the format in the word document and re-convert
bulleting)
Pages with tab order that may be inconsistent with the
In Adobe, click on Thumbnails. Select all pages.
structure order
Right mouse click and select Page Properties → Use
Document Structure (once all pages are selected, Alt D will
also do this)
o
Once you have completed correcting the errors, check the document again.
o
You can also use the View → Reflow option to see how your document will display
in hand-held, smaller display screens or with magnification in standard screens.
o
This view cannot be saved – it simply facilitates reading the document without
having to scroll horizontally to read each line.
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Accessible PDF Production
Griffith University
If you have forgotten to complete you properties fields in the word document, you can complete
them in the PDF under File > Document properties.
This will also help in Search Engine optimisation when people are searching for topics covered by
this document.
4. TouchUp Reading Order
If you have documents with columns or tables, you may want to check the reading order to ensure it
will make sense to the user.
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Accessible PDF Production
Griffith University
5. More information (links)
o
Detailed tutorial by WebAIM
http://www.webaim.org/techniques/acrobat/
o
Dealing with artifacts:
http://www.webaim.org/techniques/acrobat/converting.php#artifacts
o
Adobe’s accessibility site
http://access.adobe.com/
http://www.adobe.com/enterprise/accessibility/acrobat70.html
o
Accessible PDF section at Planet PDF
http://www.planetpdf.com/learningcenter.asp?ContainerID=1505
o
PDF Accessibility How-To at the CATS website
http://www.adcet.edu.au/CATS/ViewFAQDetail.aspx?itemid=5 (limited resource
at this time but expected to expand in the future)
o
Explanation of unstructured vs. tagged PDF
http://www.cew.wisc.edu/accessibility/tutorials/PDFassessmentL3.htm
o
(Informative) Facts and Opinion About PDF Accessibility
http://www.alistapart.com/articles/pdf_accessibility (note that this article
challenges the HREOC’s position on PDF, however Griffith must still abide by
HREOC’s rulings)
o
A list of the predefined PDF tags
http://www.alistapart.com/d/pdf_accessibility/PDFtags.html
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