Transcript Accessible Documents Basic Overview Workshop April 29, 2013 What We Will Cover Today O How to tell whether a document is accessible O How to create.

Accessible
Documents
Basic Overview Workshop
April 29, 2013
What We Will Cover Today
O How to tell whether a document is
accessible
O How to create an accessible source
document in Word,
O How to turn that document into an
accessible PDF
O How to check your work
What We Will Cover in
Future Workshops
O Documents created in:
O Excel
O PowerPoint
O InDesign
O Scanned PDFs
O Complex charts, tables, images
O Forms
O Troubleshooting
Why Is This Important?
O We post a lot of our information on the Web
as PDFs or downloadable documents vs.
Web pages
O We exclude some people from getting that
information by doing this…
IF
the documents are not accessible.
Why Is this Important? (2)
O Benefits Everyone
O Right thing to do
O Good business
O University Policy
Let’s Get Started!
What Do We Mean by
Accessible?
O Documents designed to be accessed by
assistive technology devices and software
O
O
O
O
Screen readers JAWS / NVDA
Magnifiers – ZoomText
Text to Speech – Kurzweil, Dragon
Refreshable Braille
O Also to support
O Different Learning styles
O Access to technology
O Different Environments / devices (phones,
tablets)
Some Examples
O What screen reader users hear:
O PDF
O Untagged
O Tagged
O Another example
O Automatic tags
O Remediated tags
The Documents You Heard
O Stark Tinkham Writing Contest Flyer
O Stark Tinkham Writing Contest Rules
How Do You Know if a
Document is Accessible?
O Automated Checks
O Office Check for Accessibility
O Acrobat Pro Check for Accessibility
O Check with Screen reader Software
O Ask for help from users of assistive
technology
O The Key: Know what you’re looking for!
One You Need to
Hear AND See
O English Language Program Newsletter
O Tagged but not right
O Tagged properly
Ask Yourself…
O Does this document need to be a download?
O Could it be created as a Web Page?
O Web pages can’t be altered either
O If you provide the download as a
supplement, it still must be accessible.
O Equivalent Experience
What *DOES* make a
Document Accessible?
O Similar – but not identical – to Web Pages
O Logical Reading Order & Structure
O Headings, Lists, Paragraphs
O Document Title and Language
O Alternate text, captions for images, tables,
objects
O Tables for data only – proper formatting
O Color contrast
O “Human readable” links – descriptive text
Starting with the Source
O Create accessible source documents
O Your work in creating accessible PDFs is less
taxing and less time consuming!
O You won’t be asked to “re-create” the
material as an accommodation
O You make your documents more portable
O Cross browser
O Cross platform
O Cross device
How to Create an Accessible
Document in Word
O Styles for structure
O Lists, paragraphs, headings
O Images – Alternate text, Captions
O Tables for Data, not Layout
O Layout – built-in tools (columns)
O Links are descriptive
O Color – contrast, other information
O Plain Language
Hands On!
O Sample document
O http://webs.purduecal.edu/webaccessibility
O Analyze document first
Start with Structure
O Document Properties
O Title
O Language
O Sections
O Headings
O Lists
O Layout
O Text and graphics
O Links
Styles for Structure
O Fonts
O Type (family)
O Size (12 point minimum
recommended)
O Color
O Line Spacing
O Indentation
O Borders & Shading
O Other Effects
Note on Quick Styles
O Useful for special formatting
O Keeps the document
accessible
O Name the New Style
O Modify
O Format drop down for
spacing, indentation,
borders, fill, etc.
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
Lists
O Built In Numbered
O Built In Bulleted
O Not bold paragraphs
O Not paragraphs with asterisks
O Not numbered paragraphs
Images
O Right Click
O Format Picture
O Alt Text -
Description
O Not Title
Images - Alt Text
O How do you decide?
O Complicated images
(like this one)
O Provide a
long description as
a separate page
Images – Other
O Captions
O JAWS won’t read alt text in Word
O Adding captions helps everyone
O Wrap text
O Inline
O Top and Bottom
O Avoid Watermarks
O Difficult to see
Data Tables – Insert!
O Don’t Draw!
Data Tables
O Column Header rows
O No Blank Cells or rows
O Tables are read row by row
O Alternate Text
O Captions
Layout
O Use Columns not tabs or tables
O Charts, smart art, tables other objects
O Alternate text
O Group objects together
O Alternate text
to the image
as a whole
O Avoid Text boxes
O Use Styles instead
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/rama
n-watery.jpg
O Vs This:
O A publication-quality image is available.
O Footnotes
O For those who want to print document
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
Organization & Language
O Plain language
O Easy to understand
O Easy on the jargon
O Think about how the document will be heard
Check Your Work
O Run Accessibility Checker
O Fix the problems
O Run it again, til it’s clean
O REMEMBER: the checker
is NOT Perfect!
O May not identify a document with no
headings
O May not identify other issues
O YOU are the authority!
Now to Produce a PDF!
O Several Ways to Do This:
O Save As and choose PDF
O Save As PDF (requires plugin for Word)
O Create PDF (requires plugin for Word)
Note: Word 2011 for Mac does not produce a
tagged PDF. You may want to use Open Office
Save As
O Options
O Standard
O Document
structure tags
for accessibility
Save as Adobe PDF
O Options
O Enable Accessibility
and Reflow with
tagged Adobe PDF
Create PDF
O Acrobat Tab Preferences
O Application Settings
O Enable
Accessibility and
Reflow with
tagged Adobe PDF
Good News – Almost Done!
O If your source document is well-structured
and accessible – this is a piece of cake!
First, Check the Document
O You need Acrobat Pro
O Interface and tools different for 9, 10, 11
O Big Accessibility improvements in 11
O Use it here – Open Lab (check schedule)
O Priced at $65.60 via Gov Connection
What Are We 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****
Acrobat Pro XI
O Automated
O Action Wizard >> Make Accessible
O Helpful if source document is not clean
O Full Check
O Pretty good –
O No substitute for YOU!
O Visual Inspection
O
O
O
O
Tools>>Accessibility
Touch Up Reading Order
Tags Panel
File>>Properties>>Title & Advanced for Language
Acrobat Pro X
O Automated
O Action Wizard >> Create Accessible PDFs
O Tools>>Accessibility >>Full Check
O Set to Section 508
O Not quite as trustworthy as XI
O Visual Inspection
O Similar to Acrobat XI – just looks a bit different
O Touch Up Reading Order
O Tags Panel
O File>>Properties>>Title & Advanced for Language
Note About Wizards
O Keep in mind that they’re tools, not
authorities
O YOU are the authority
O IF you have created an accessible source
document, you don’t have to run all of the
Wizard steps
Steps to Follow
Acrobat XI
O First:
Run document check
Under Accessibility
options
O No need to change
defaults
Check Issues Identified
Acrobat XI
O Two items at least will need
visual checks
O Logical Reading Order
O Color Contrast
O You most likely will be able
to make minor adjustments
Make Accessible Wizard Do’s
O If your source document is clean
and it is not a form:
O Run this manually
O Click on these sections:
O Add Document Description >>
O Set Reading Language >>
O Set Alternate Text >>
O Run Accessibility Full Check >>
Make Accessible Wizard
Don’ts
O IF your source document is clean and
it is not a form:
O Don’t click start
O Don’t click Set Open Options
O Don’t’ click Recognize Text using OCR
O Don’t click Detect Form Fields
O Don’t click Set Tab Order Property
O Don’t click Add Tags to Document
Visual Checks - Tags
O Look at the Tags Panel
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)
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?
Trust Yourself!
O You may decide
that the checker
has it wrong
O You can move things
O Drag and Drop
O Better in Acrobat Pro XI
than in Acrobat Pro X
O You can change the tags
O Tag Properties or
O Use the Touch Up Reading Order Tool
Take it Even 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
A Note about 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!
A Note About Tags:
O Every Tag has Properties
O Most of them you won’t need
O Set language
O Set Alternate Text for images / tables
More About Tags:
O Expand all tags:
O Ctrl + click on
plus next to “Tags”
O Can find tag by selection
O Highlight heading
in document
O Click on drop down
upper left of panel
under “Tags”
Another Note:
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”
O True for forms as well as documents
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’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 Start with the Source
O Analyze the document
O Structure
O Text alternatives
O Color
O Tables
O Links
O Check your work
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
O
O
O
O
O
O
O
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
A Word About Acrobat Reader
O Reader is not Acrobat Pro
O Acrobat Reader XI better than X
O Can save forms that are filled out in Reader
O Recognizes more of the accessibility features
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.
Your Questions & Feedback
O Talk to me!
O I’m listening!
O Reach me at
[email protected]
or extension 2731
or my cell is
219-730-2751