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Accessible and Usable PDF Documents:
Techniques for Document Authors
Fourth Edition
Karen McCall, M.Ed.
5
Contents
From the Author ................................................................................................................................................ 4
Dedication ............................................................................................................................................................ 4
Introduction .......................................................................................................................................... 20
What is PDF? .................................................................................................................................................... 21
History of PDF Accessibility ...................................................................................................................... 22
Keep Current! .................................................................................................................................................. 24
Terminology .................................................................................................................................................... 26
AppKey .......................................................................................................................................................... 26
Activate .......................................................................................................................................................... 27
Focus .............................................................................................................................................................. 27
PDF/UA ......................................................................................................................................................... 29
Legacy PDF ................................................................................................................................................... 30
DAISY Books ................................................................................................................................................ 30
Repurpose Content or Documents ..................................................................................................... 30
Where to Start ................................................................................................................................................. 31
Accessibility and Usability Settings ........................................................................................................ 33
Updates to this Book .......................................................................................................................... 34
Who are those of us with Disabilities? ........................................................................................ 35
Blindness, Deaf/Blindness and Visual Disability............................................................................... 35
Visual Disabilities…well, Visualized! ................................................................................................. 38
Colour Contrast and those of us with Disabilities......................................................................... 41
Refreshable Braille Displays ................................................................................................................. 43
6
Episodic Disabilities ..................................................................................................................................... 45
Learning and Cognitive Disabilities ........................................................................................................ 47
Reading Strategies and People with Learning Disabilities ........................................................ 52
Communication Disabilities ....................................................................................................................... 53
Physical Disabilities ...................................................................................................................................... 58
Overview of Adaptive Technology .......................................................................................................... 58
Summary ........................................................................................................................................................... 60
Accessible Document Design Basics ............................................................................................. 62
Fonts and Font Sizes ..................................................................................................................................... 65
Font Alignment ........................................................................................................................................... 68
Text Effects .................................................................................................................................................. 69
Styles .............................................................................................................................................................. 71
Colour Contrast .............................................................................................................................................. 73
Plain Language and Grammar................................................................................................................... 77
Punctuation ...................................................................................................................................................... 79
Headings – Navigational Structures ....................................................................................................... 80
Modifying a Heading Style ..................................................................................................................... 82
Create a New Heading Style .................................................................................................................. 83
Paragraph Styles ........................................................................................................................................ 85
Tables of Content, Figures and Tables ................................................................................................... 91
Tables of Content Options ...................................................................................................................... 93
Updating a Table of Contents ................................................................................................................ 95
Contextual Links ............................................................................................................................................ 95
Page Numbers and Readability ................................................................................................................ 97
Columns ............................................................................................................................................................. 98
Bulleted and Numbered Lists in Word .................................................................................................. 99
Tables ............................................................................................................................................................... 102
Inserting a Table ...................................................................................................................................... 103
Identify the Table Header Row .......................................................................................................... 105
7
Do Not Let Rows Break Across Pages. ............................................................................................. 107
Adding Cell Padding to a Table .......................................................................................................... 109
Add a Caption to a Table ....................................................................................................................... 111
Add Alt Text to a Table .......................................................................................................................... 113
Summary ......................................................................................................................................................... 114
Overview of Adobe Acrobat Pro DC ........................................................................................... 115
Document View ............................................................................................................................................ 116
Home View ..................................................................................................................................................... 119
Tools Centre/Manage Tools .................................................................................................................... 120
Adding Accessibility Tools to the Navigation Pane ........................................................................ 127
Adding Tools to the Toolbar .................................................................................................................... 129
Overview of PDF/UA ....................................................................................................................... 131
Logical Document Structure ......................................................................................................... 134
Hierarchy of Tasks ...................................................................................................................................... 137
The Tags Tree ................................................................................................................................................ 138
The Tags Root and the Tags Tree ...................................................................................................... 143
Viewing the Tags Tree ........................................................................................................................... 147
Family Matters!............................................................................................................................................. 148
Elements and Artifacts .......................................................................................................................... 148
Deleting a Tags Tree ................................................................................................................................... 150
Logical Document Structure .................................................................................................................... 153
Templates ................................................................................................................................................... 154
Styles ............................................................................................................................................................ 154
Lists ............................................................................................................................................................... 157
Tables ........................................................................................................................................................... 159
Text Boxes .................................................................................................................................................. 160
Table of Contents and Bookmarks .................................................................................................... 160
Alt Text ........................................................................................................................................................ 161
Page Numbers ........................................................................................................................................... 164
8
Navigational Structures ........................................................................................................................ 165
Reading Preferences ....................................................................................................................... 167
Infer Reading Order – Reading Preferences ...................................................................................... 169
Screen Reader Options .............................................................................................................................. 174
Read Out Loud............................................................................................................................................... 176
Tagging Documents from Microsoft Office .............................................................................. 179
Acrobat Distiller ........................................................................................................................................... 179
Adobe Acrobat Add-in for Microsoft Office ....................................................................................... 181
Acrobat Ribbon in Microsoft Office 2016....................................................................................... 181
Advanced PDF Settings (General Category) .................................................................................. 188
Finally...Converting Word Documents! ........................................................................................... 194
Save as PDF in Microsoft Office .......................................................................................................... 195
Print to Adobe PDF ................................................................................................................................. 197
Acrobat Pro Tagging Tools ............................................................................................................ 199
Add Tags to a PDF Document .................................................................................................................. 199
Add Tags Report ...................................................................................................................................... 201
Highlight Content ......................................................................................................................................... 207
Select Text Tool ............................................................................................................................................ 209
Select Objects ............................................................................................................................................ 209
Modifying Tags with F2 ............................................................................................................................. 209
Create New Tag ............................................................................................................................................ 211
Create Tag from Selection ........................................................................................................................ 212
Find Tag from Selection ............................................................................................................................ 213
Reflow .............................................................................................................................................................. 216
Edit Text in Edit PDF Tools ...................................................................................................................... 217
Read Out Loud Text-to-Speech ............................................................................................................... 222
Order Panel and TouchUp Reading Order Tool..................................................................... 224
Making Repairs using the TouchUp Reading Order Tool ............................................................. 228
Table Editor In TouchUp Reading Order Tool .................................................................................. 243
9
Add Form Controls using TouchUp Reading Order tool ............................................................... 251
Content Panel..................................................................................................................................... 254
Action Wizard .................................................................................................................................... 262
Language and the <Span> Tag ..................................................................................................... 271
Core Language in a PDF Document ....................................................................................................... 271
Change the Language for a Tag .............................................................................................................. 273
Acronyms ............................................................................................................................................ 277
Pronunciation Dictionaries and Acronyms ....................................................................................... 280
Expansion Text for Acronyms ................................................................................................................. 281
Acronyms in Form Controls .................................................................................................................... 283
Using Acronyms in a Descriptive Document ..................................................................................... 284
Acronyms in a Tagged PDF Document ................................................................................................ 288
Columns ............................................................................................................................................... 292
Creating Columns in Microsoft Word .................................................................................................. 294
Tri-Fold Brochures ...................................................................................................................................... 297
Desktop Published Documents and Columns ................................................................................... 298
Tables and Columns Tutorial .................................................................................................................. 300
Alt Text and Graphics ...................................................................................................................... 301
Adding Alt Text in Word ........................................................................................................................... 302
Null Alt Text in Word, PowerPoint and Excel ................................................................................... 304
Figure Tags and Reading Order ............................................................................................................. 305
Adding a Caption to an Image ............................................................................................................. 307
Bullets and Numbering Basics ..................................................................................................... 309
Bulleted and Numbered Lists in Word ................................................................................................ 310
List Paragraph Style .................................................................................................................................... 314
Format Spacing for a Single List in a Word Document.................................................................. 315
Format Spacing for all Lists in a Word Document .......................................................................... 317
Creating a Well Structured List .............................................................................................................. 324
Images as Bullets ......................................................................................................................................... 326
10
Tables and PDF Documents .......................................................................................................... 330
Tables in a Tagged PDF Document ....................................................................................................... 331
Table Structure in Word ........................................................................................................................... 340
Tables for Design or Presentation ......................................................................................................... 343
Creating Tables in Word ........................................................................................................................... 351
Inserting a Table ...................................................................................................................................... 352
Header Rows Repeat .............................................................................................................................. 353
Rows Braking Across Pages ................................................................................................................ 355
Empty Table Cells .................................................................................................................................... 356
Adding Space in a Table/Cell Margins ................................................................................................. 356
Nested Tables ............................................................................................................................................ 358
Captions for Tables ................................................................................................................................. 360
Alt Text for Tables I Office 2016 ........................................................................................................ 361
Table Summary Attribute ......................................................................................................................... 362
Table Frames or Drawn Tables .............................................................................................................. 365
Links ..................................................................................................................................................... 369
Create Links from URL’s............................................................................................................................ 369
Creating Links with the Link Tool ......................................................................................................... 377
Create Links with the Select Text Tool ................................................................................................ 382
Repairing Broken Links ............................................................................................................................. 385
Text Boxes and Accessibility ........................................................................................................ 392
Improved Access to Inline Text Boxes ................................................................................................. 396
Paragraph Styles to Replace Text Boxes ............................................................................................. 397
Indenting a Paragraph from the Left and Right Margins ............................................................. 406
Headings, Headers, Headaches .................................................................................................... 409
Document Title ............................................................................................................................................. 409
Headings .......................................................................................................................................................... 413
Add a Heading in Microsoft Word ..................................................................................................... 417
Page Headers ................................................................................................................................................. 419
11
Table Headers ............................................................................................................................................... 422
Table Headers in Tagged PDF ................................................................................................................. 424
Multimedia in PDF Documents .................................................................................................... 429
Adding Multimedia in Acrobat ............................................................................................................... 429
Inserting Multimedia in Office 2013/2016 ....................................................................................... 441
Document Security .......................................................................................................................... 451
Trusted Assistive Technology ................................................................................................................. 452
Acrobat and Reader Compatibility Settings ...................................................................................... 453
Applying Security......................................................................................................................................... 454
Setting Security in Microsoft Office ...................................................................................................... 456
Setting Security in Adobe Acrobat ........................................................................................................ 458
Repair Techniques in Adobe Acrobat ....................................................................................... 462
Repairing Document Structure .............................................................................................................. 463
Remove Structure with the TouchUp Reading Order Tool ..................................................... 463
Language ......................................................................................................................................................... 465
Language for a Tag ...................................................................................................................................... 468
Language for a Word or Phrase.............................................................................................................. 470
Language Attribute in Word ............................................................................................................... 472
Tab Order for the Document ................................................................................................................... 472
Headings .......................................................................................................................................................... 475
Custom Styles and the Role Map ............................................................................................................ 483
Bookmarks ..................................................................................................................................................... 491
Paragraphs ..................................................................................................................................................... 495
Drop Caps ................................................................................................................................................... 496
Non-Unicode Characters ........................................................................................................................... 498
Columns ........................................................................................................................................................... 501
Lists ................................................................................................................................................................... 505
Repairing Non-Unicode Bullets .............................................................................................................. 510
Tables ............................................................................................................................................................... 514
12
Table Editor ................................................................................................................................................... 517
Disappearing Layers in Documents ...................................................................................................... 525
Reducing the Size of PDF Documents .................................................................................................. 527
Alt Text, Actual Text and Graphics ............................................................................................. 530
Alt Text for Images, Equations and Objects ....................................................................................... 531
Actual Text versus Alternate Text .................................................................................................... 532
Mathematical Equations and Scientific Notation ............................................................................ 534
Complex Diagrams and Equation Solution ........................................................................................ 536
Accessible Fillable Forms in Acrobat Pro DC .......................................................................... 539
Screen Readers and Forms ...................................................................................................................... 541
Form Design Best Practices ..................................................................................................................... 543
What Can Go Wrong? ............................................................................................................................. 560
Fillable Forms from a Scanned Document ..................................................................................... 562
Form Tools in Adobe Acrobat ................................................................................................................. 563
Unwanted Metadata Can Create Problems .................................................................................... 566
The Importance of ToolTips ................................................................................................................ 570
Required Field Notification ................................................................................................................. 572
Text Form Controls ..................................................................................................................................... 574
Previewing a Form .................................................................................................................................. 578
Clearing a Form after Preview ........................................................................................................... 578
Limiting the Number of Characters in a Text Form Control ................................................... 580
Form Control Appearance .................................................................................................................... 582
Auto Font Size (Appearance) .............................................................................................................. 585
Multi-line Text Form Controls ............................................................................................................ 587
Formatting a Form Control .................................................................................................................. 590
Calculations in Form Controls ............................................................................................................ 594
Calculated Form without JavaScript ................................................................................................ 601
Repeating Information in a Form ...................................................................................................... 608
Check Boxes in a PDF Form ..................................................................................................................... 612
13
Duplicating Check Boxes in a PDF form .......................................................................................... 617
Pinning Form Control Tools ................................................................................................................ 621
Distributing Form Controls Evenly .................................................................................................. 622
Radio Buttons in a PDF Form .................................................................................................................. 624
Aligning Form Controls Horizontally and Vertically ................................................................. 631
Resize Radio Buttons and Check Boxes .......................................................................................... 632
Dropdown Lists ............................................................................................................................................ 635
List versus Dropdown Lists ................................................................................................................. 641
Combo List Form Controls ................................................................................................................... 645
Digital Signature Form Control (Digital ID) ...................................................................................... 647
An Alternative to a Digital Signature ............................................................................................... 650
Adding the Tags to a Form ....................................................................................................................... 651
Accessibility Full Check for Forms .................................................................................................... 654
Remediating the Tagged Form ........................................................................................................... 655
Extend Features in Adobe Reader ......................................................................................................... 660
Oops, I Forgot a Form Control! ............................................................................................................... 662
Missing Form Elements in Accessibility Full Check ................................................................... 666
Add Form Controls using TouchUp Reading Order tool .......................................................... 669
Accessible Forms using Adobe AEM Form Designer ............................................................ 672
The Form Designer User Interface ........................................................................................................ 673
Getting Help/”How To” Palette .......................................................................................................... 677
Standard Form Controls Palette ........................................................................................................ 680
Form Control Properties ...................................................................................................................... 681
Custom Form Control Palette ............................................................................................................. 683
Hierarchy and PDF Structure Palettes ............................................................................................ 686
Renaming Elements in the Hierarchy Palette .............................................................................. 689
Tab Order Palette .................................................................................................................................... 691
Layout Palette ........................................................................................................................................... 698
Font and Paragraph Palettes ............................................................................................................... 699
14
Style Catalog Palette ............................................................................................................................... 701
Form Designer Options ......................................................................................................................... 701
Why use Form Designer? .......................................................................................................................... 714
Form Designer Accessibility Checker .............................................................................................. 715
Adding ToolTips for Form Controls...................................................................................................... 719
Resizing Form Elements ........................................................................................................................... 723
Required Fields in Form Designer ........................................................................................................ 725
Form Templates ........................................................................................................................................... 727
Spell Check in Form Designer ............................................................................................................. 732
Adding Elements to the Library ......................................................................................................... 733
Creating a Form Designer Form ............................................................................................................. 737
Basic Parts of a Form Designer Form .............................................................................................. 738
Saving the Form ....................................................................................................................................... 739
Instructional Text Block in Form Designer ................................................................................... 739
Text Fields Form Controls in Form Designer ............................................................................... 743
Check Box Form Controls in Form Designer................................................................................. 747
Dropdown List Form Controls in Form Designer ....................................................................... 750
List Form Controls in Form Designer .............................................................................................. 753
Combo List Form Controls in Form Designer ............................................................................... 756
Radio Button Form Controls in Form Designer ........................................................................... 758
Switching Radio Button Positions ..................................................................................................... 762
Digital Signatures in Form Designer ................................................................................................ 764
Date Form Controls in Form Designer ................................................................................................ 766
Summary ......................................................................................................................................................... 770
Scanned Documents to Tagged PDF ........................................................................................... 771
OCR in Adobe acrobat Pro DC ................................................................................................................. 773
Step 1: The TIF Files ............................................................................................................................... 773
Step 2: Inserting Pages into a PDF Document .............................................................................. 774
Step 2: Recognizing Text (OCR) ......................................................................................................... 775
15
Step 3: Creating the Links in the Document .................................................................................. 778
Step 4: Tagging the Document ........................................................................................................... 781
Step 5: Examining the Order Panel ................................................................................................... 783
Step 6: Examining the Tags Tree ....................................................................................................... 785
Additional Techniques for Scanned Documents .............................................................................. 789
Edit PDF Tools ................................................................................................................................... 792
Adding and Editing Content..................................................................................................................... 792
Replacing Images ......................................................................................................................................... 795
Add a Header and Footer in Adobe Acrobat...................................................................................... 798
Adding a Watermark using Edit PDF ................................................................................................... 808
Add Bates Numbering ............................................................................................................................ 814
Organize Pages Tools ...................................................................................................................... 820
Deleting and Inserting Pages................................................................................................................... 820
Watermarks and Confidential Documents ......................................................................................... 826
Combining Tagged PDF Documents ..................................................................................................... 835
Combining Secure Documents ................................................................................................................ 839
Bookmarks ......................................................................................................................................... 841
Legal Documents: Redaction ........................................................................................................ 845
Manual Solutions ......................................................................................................................................... 846
Redaction Tools Overview ....................................................................................................................... 846
Redaction Tool for Microsoft Word ...................................................................................................... 847
JAWS and Redacted Content in Word .................................................................................................. 853
Converting the Redacted Word Document to Tagged PDF ......................................................... 856
Redacting Content in a Word Form ...................................................................................................... 858
Redaction Tools in Adobe Acrobat........................................................................................................ 863
PDF from Web Pages ....................................................................................................................... 879
Adobe Portfolio ................................................................................................................................. 883
Adobe InDesign Desktop Publishing ......................................................................................... 886
Adobe Acrobat Pro Preflight ........................................................................................................ 887
17
Refreshable Braille Display ...................................................................................................................... 940
Six Pack ............................................................................................................................................................ 942
Text-to-Speech or TTS ............................................................................................................................... 943
The JAWS Screen Reader .......................................................................................................................... 944
JAWS Startup Wizard ............................................................................................................................. 945
Changing How Fast JAWS Speaks ...................................................................................................... 952
JAWS Settings and User Testing ........................................................................................................ 953
JAWS Basics ............................................................................................................................................... 956
Adjusting the JAWS Rate of Speech .................................................................................................. 956
Text/Navigation/Reading (JAWS) .................................................................................................... 957
JAWS Quick Keys...................................................................................................................................... 957
Tables (JAWS) ........................................................................................................................................... 958
Forms (JAWS) ........................................................................................................................................... 959
The NVDA Screen Reader ......................................................................................................................... 960
NVDA Basics .............................................................................................................................................. 962
Text/Navigation Keyboard Commands (NVDA) ......................................................................... 962
Adjusting the NVDA Rate of Speech ................................................................................................. 963
NVDA Quick Keys .................................................................................................................................... 963
Tables (NVDA) .......................................................................................................................................... 964
Forms (NVDA) .......................................................................................................................................... 964
Strategy for testing PDF document accessibility ............................................................................. 965
Opening the PDF document ................................................................................................................. 965
Headings ..................................................................................................................................................... 966
Graphics (Alt Text) .................................................................................................................................. 969
Lists ............................................................................................................................................................... 972
Links ............................................................................................................................................................. 973
Tables ........................................................................................................................................................... 974
Forms................................................................................................................................................................ 977
Appendix A: Braille Alphabet ....................................................................................................... 979
18
Appendix B: JAWS PDF Keyboard Commands ........................................................................ 983
Text Navigation and Reading Commands .......................................................................................... 983
Link Commands ............................................................................................................................................ 984
Heading Commands .................................................................................................................................... 984
Form Commands .......................................................................................................................................... 984
Tables Commands ....................................................................................................................................... 985
Appendix C: NVDA Keyboard Commands ................................................................................ 987
NVDA Basics................................................................................................................................................... 987
Tables ............................................................................................................................................................... 988
Single Letter Navigation ............................................................................................................................ 988
Form Controls ............................................................................................................................................... 989
Appendix D: PDF/UA Checkpoints ............................................................................................. 990
Checkpoint 01: Real content tagged ..................................................................................................... 990
Checkpoint 02: Role mapping ................................................................................................................. 992
Checkpoint 03: Flickering ......................................................................................................................... 992
Checkpoint 04: Color and Contrast ....................................................................................................... 993
Checkpoint 05: Sound ................................................................................................................................ 993
Checkpoint 06: Role mapping ................................................................................................................. 994
Checkpoint 07: Dictionary ........................................................................................................................ 994
Checkpoint 08: OCR Validation .............................................................................................................. 994
Checkpoint 09: Appropriate Tags ......................................................................................................... 994
Checkpoint 10: Character Mappings .................................................................................................... 995
Checkpoint 11: Declared Natural Language ...................................................................................... 995
Checkpoint 12: Stretchable Characters ............................................................................................... 996
Checkpoint 13: Graphics ........................................................................................................................... 997
Checkpoint 14: Headings .......................................................................................................................... 997
Appendix E: Finding Highlighted Content ............................................................................... 999
Finding Formatting in a Word Document ....................................................................................... 1000
Create a Custom Highlight Text Style ............................................................................................... 1001
19
Finding the Style in a Word Document ............................................................................................ 1004
Using Highlighting in Word .................................................................................................................. 1008
Return Find to Default ........................................................................................................................ 1011
Getting Formatting Information with JAWS .............................................................................. 1011
Find Formatted Text in tagged PDF Documents .......................................................................... 1012
Repairing PDF to Find Formatting ..................................................................................................... 1014
Index ................................................................................................................................................... 1017