Transcript Document

Repairing
PDFs
What we will do today:
O Review
O When a PDF makes sense
O What we mean by accessible
O How to identify an accessible PDF
O Repair a simple document (flyer)
O Repair a more complex document
(newsletter)
O Talk briefly about Forms
When does a PDF
makes sense?
OWhen you want to print
a document and read it
offline.
What about online?
O PDF: Unfit for Human Consumption
O Article by Usability Expert Jakob Nielsen –
2003
O Updated 2010, Still the same issues
O Data is not open
O Harder to reuse
O Harder to find information
O Files too large
O Hard to navigate
WEB VISITORS HATE PDFs
O Maintaining multiple versions
becomes unsustainable
O “World Bank learns most
PDFs it produces go unread”
OAccessibility suffers
Better Choice.. HTML
O Provide the information on a web
page
O Newsletters
O Handbooks
O Other documents
O HTML will ALWAYS be more
accessible than PDF
What we mean by accessible
O Documents designed to be accessed by
assistive technology devices and software
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Screen readers JAWS / NVDA
Magnifiers – ZoomText
Text to Speech – Kurzweil, Dragon
Refreshable Braille
O Also to support
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Different Learning styles
Access to technology
Different Environments
Different Devices (phones, tablets)
Let’s assume.. you have a PDF
O You have asked yourself
O whether the document needs to be a download
O Whether it could it be created as a Web Page
O Whether you will still need a downloadable
document
O And the answer is still – post a PDF
O You will need to make sure it’s accessible
What Tools Do You Need?
O Adobe Acrobat Pro XI
O Runs on both Windows & Mac
O PDF Accessibility Checker (PAC)
O Runs on Windows only – free tool
O CommonLook PDF Global Access
O Available in the OIT lab
O Runs on Windows only
O EXPENSIVE (but worth it! If you do a lot of
repair work)
A Word About Acrobat Reader
O Reader is not Acrobat Pro
O Can’t use it to fix PDFs
O Provide link to plugin on every Web page
where you offer a document
O We make it easy on you:
O If your site doesn’t have this
on the side, let us know
and we’ll add it.
How to identify an accessible
PDF
O First – let’s talk about how PDFs are put
together – Layers:
O Visual Layer
O What you see if you print a PDF
O Text Layer
O The Content
O Tags Layer - Tagging structure
O similar to HTML markup for a web page
O what assistive technology uses
What Makes a PDF Accessible?
O Document Language
O Document Title
O Structure
O Tags – define the structure
O Logical reading order
O Appropriate Alternative text for images
O Data tables
O Header Cells
O Color Contrast
O Human readable” links – descriptive text
O Forms: Field Descriptions, tooltips, other
considerations
Our First Document
O What screen reader users hear:
O PDF
O Untagged
O Tagged
O Stark Tinkham Writing Contest Flyer
O http://webs.purduecal.edu/engphil/files/20
13/04/Stark-Flyer-2013.pdf
Step One:
Examine the PDF
O Does it have text?
O Does it have tags?
O Does it have
images/graphics?
O Does it have multiple
languages?
O Does it have
multimedia?
O Does it have multiple
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columns?
Does it have tables?
Does it have form
fields?
Is the reading order
logical?
Does it have
hyperlinks?
Does it have
bookmarks?
How can you tell?
O Document Properties
O Title
O Initial View
O Language
O Tags Pane
O Reading Order
Step Two:
Two Options
O Run the Make Accessible Wizard
O Tools>> Action Wizard >>Make
Accessible
O Use the Full Check
O Tools>>Accessibility>>Full
Check
Make Accessible Wizard
O Action Wizard
O Make Accessible
Click Start
O Start the
Action Wizard
O Follow
the prompts
O Final Step:
Full Check
Full Check:
O Run document
check
Under Accessibility
options
O No need to change
defaults
SAVE EARLY AND OFTEN
O Acrobat Pro is notoriously unforgiving
O There is no UNDO for many of these steps
O Save frequently
O Save incrementally
O So you will have a version to return to
O Don’t count on “Revert to last saved version”
O True for forms as well as documents
Step Three:
Read the Checker Report
O Check Issues Identified
O Two items at least will need
visual checks
O Logical Reading Order
O Color Contrast
Step Four:
Check Document Properties
O Start with the
Document Properties
O File>>Properties
Initial View Tab
O Change to title
vs file name
Advanced Properties
O Choose
Natural Language
of the document
Remember what we are
Looking For?
O Tags Similar to HTML
O Structure – Headings/Paragraphs/Lists
O Image Alternate Text & Captions
O Table headings
O Links
O Color
O ****READING ORDER****
Step Five: Visual Checks –
Reading Order
O Look at the Reading Order
O Each page has a unique reading order
O Would it make sense
if this is the order
in which someone
was reading the
document to you?
Touch Up Reading Order
O Check Touch Up
Reading Order tool
O Do this before
Tags
Visual Checks - Tags Pane
O Structure
O Look for H1 (heading level 1)
O Look for H2 (heading level 2)
O Look for P (paragraphs)
O Look for L and LI (lists and
list items)
O Look for Tables and TR, TH, TD
(table rows, table header cells,
table data cells)
Headings
O Heading Styles
O Section Titles
O Anything on a Table of Contents
O Tips:
O Keep them short
O Follow a logical order / hierarchy like an outline
O This is your navigation
O Roadmap through the document
Data Tables
O Acrobat XI checker may not catch these
O Touch Up Reading Order Table Editor
O Pretty good for simple tables
O Headers
O Scope
O For Complicated Tables –
O Advanced workshop!
Table Sample
O Table editor
Figures (Images) - Alt Text
O How do you decide?
O Complicated images
(like this one)
O Provide a
long description as
a separate page
Color
O Sufficient Contrast
O Two similar colors
next to each other
hard to read
O Size matters
O Don’t use color
as only way
to convey information
O Provide
additional help
via text
Links
O Human readable text
O No “Click Here”, “Read more”
O No complex URLs
O Listen to this:
O A publication-quality image is available at
http://news.uns.purdue.edu/images/+2009/ra
man-watery.jpg
O Vs This:
O A publication-quality image is available.
Our Second Document
O English Language Program Newsletter
O Tagged but not right
O Tagged properly
http://webs.purduecal.edu/elp/files/2008/06/feb2013-newsletter.pdf
Take it Further
O Visual Check
O Color Contrast Analyzer
O Screen Reader Test
O Like Browsers – there are differences
O JAWS – most popular and most expensive
O NVDA - free
O Windows Narrator – Windows 7
O Macs - VoiceOver
O Acrobat Pro Built in Read Out Loud
O View>>Activate Read Out Loud
O Not always accurate
O Good enough in most cases
Become a “screen reader”
O Save the document as
accessible text
O File>Save As> Text
(Accessible)
Trust Yourself!
O You may decide
that the checker
has it wrong
O You can move things
O Drag and Drop
O Drag top to bottom
O Remember:
these are layers!
O You can change the tags
O Tag Properties or
O Use the Touch Up Reading Order Tool
Satisfied?
O If you’ve run the checker and it’s clean
O If you’ve looked at the Reading Order
O If you’ve looked at the colors
O If you’ve looked at the tags
O If you’ve simulated a screen reader..
O If you’re satisfied with your document..
You’re Done!
O You have done as much as you can
O There will always be issues
O With assistive technology differences
O With changes in regulations
Summary
O Analyze the PDF –
O Look for:
O Text
O Tags
O Images
O Links
O Tables
O Links
O Repair the tags
O Check the reading order
O Check the colors
O Test your work
A word on forms
O HTML ALWAYS better
O Use Qualtrics – form builder
O If you must…
O PDF forms must be fillable by assistive
technology – including computer
O Tag form fields first
O Tag content next
O Tab order crucial
Resources – SO MANY!
O Our Web Accessibility Site Resources Page
O “Cheat” Sheets
O from the National Center on Disability and Access to
Education
O Guides
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Adobe Best Practices Guide (94 page PDF)
Adobe PDF Accessibility Repair Workflow (50 page PDF)
WebAIM PDF Accessibility Web Page
Penn State
West Lafayette (PDF)
Health & Human Services Web Page
Microsoft Office – Creating Accessible Office Files
California State University PDF Accessibility Tutorials
Your Questions & Feedback
O Talk to me!
O I’m listening!