Adobe 22020403 - Acrobat Professional

Adobe® Acrobat® 9 Pro Accessibility Guide:

PDF Accessibility Repair Workflow

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Making PDF Accessible with Adobe Acrobat 9 Pro

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Acrobat 9 Pro PDF Accessibility Repair Workflow 3

Step 1: Examine the PDF File 3

Step 2: Determine if the PDF is a Scanned Document 3

How to Tell if a PDF File is a Scanned Document 4

What to Do if the PDF is a Scanned Document 5

What to Do if the PDF is Not a Scanned Document 6

Step 3: Add Interactive Features: Form Fields and Buttons 6

PDF Form Fields 7

Use Acrobat to Detect and Create Interactive Form Fields 7

Create Form Fields Manually 8

Forms Editing Mode 9

Buttons 13

Set the Tab Order 13

Step 4: Add Other Accessibility Features 14

Document Language 14

Set Security That Permits Accessibility 15

Create Accessible Links 17

Add Bookmarks 17

Step 5: Determine if the PDF File is a Tagged PDF File 18

How to Tell if a PDF File is Tagged 18

What to do if the PDF File is Not Tagged 20

What to do if the PDF File is Tagged 21

Step 6: Determine if the PDF File is Properly Tagged 21

Making PDF Accessible with Adobe Acrobat 9 Pro

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TouchUp Reading Order Tool (TURO) 21

Checking Read Order with the Touch Up Read Order Tool 24

Editing Tags with the TouchUp Reading Order Tool 26

Using TouchUp Reading Order to Check and Correct Figure Tags 27

Using the TouchUp Reading Order Tool Table Editor 29

Remove or Replace Document Structure Tags 33

Replace the Existing Tag Structure 33

Remove All Tags from a PDF 33

Complex Structures 33

Content Panel 33

Order Panel 35

Tags Panel 36

Correct Table Tags with the Tags Tab 41

Step 7: Use the Accessibility Checker to Evaluate the PDF File 42

PDF Accessible Repair with Adobe Acrobat 9 Pro

Acrobat 9 Pro PDF Accessibility

Repair Workflow

At a high level, the process of making existing PDF files accessible consists of a few basic steps:

1. Take a moment to examine and evaluate the PDF document before you begin (See “Step 1: Exam-

ine the PDF File” on page 3).

2. Determine if the PDF file originated from a scan. If so, perform Optical Character Recognition

(OCR) using the OCR Text Recognition command in Adobe Acrobat 9 (See “Step 2: Determine if

the PDF is a Scanned Document” on page 3).

3. Add fillable form fields and buttons with short descriptions if the PDF file is intended to work as an

interactive document. Set the tab order for the form field (See “Step 3: Add Interactive Features:

Form Fields and Buttons” on page 6).

4. Add other accessibility features to the PDF such as bookmarks and security that does not interfere

with assistive technology (See “Step 4: Add Other Accessibility Features” on page 14).

5. Add tags to the PDF if it has not been tagged (See “Step 5: Determine if the PDF File is a Tagged

PDF File” on page 18).

6. Determine if the PDF file has been properly tagged (See “Step 6: Determine if the PDF File is

Properly Tagged” on page 21).

7. Check your results with the Acrobat Accessibility Checke. Refer to the document. (See “Step 7: Use

the Accessibility Checker to Evaluate the PDF File” on page 42).

Though these stages are presented in an order that suits most needs, you may perform tasks in these stages in

a different order or iterate between some of the stages. In all cases, you should first examine the document,

determine its intended purpose, and use that analysis to determine the workflow that you should apply.

Step 1: Examine the PDF File

When you open the PDF file, take a moment to analyze the document before you. Take a moment to note its

characteristics.

• Is it a short document with a small number of pages or a long document consisting of many pages?

• Is the document mostly text or a mixture of text and graphics?

• Does the document appear to have form fields?

• Another item to note is the complexity of the document’s layout. In some instances, documents of

shorter length may be more challenging from an accessibility perspective than longer docments

because their layout and read order are more complex. Is the layout simple, a single column with a

limited number of graphics, or is it complex with multiple columns, mixed layouts, tables and many

graphics? Complex layouts are an indicator that you may be spending more time with the

document doing more detailed accessibility enhancements with the Touch Up Read Order Tool.

Step 2: Determine if the PDF is a Scanned Document

A common method for making PDF documents is to place a paper copy of a document into a scanner and

then opening the resulting electronic version using Adobe Acrobat to view the newly scanned document as a

PDF file. Unfortunately, this process results in creating an image of text and not the actual text itself. This

means the content is not accessible to users who rely on assistive technology to hear the contents of the page.

Additional work must take place to make the document accesible.

Note: If you are certain that the PDF document is not a scanned document or it has previously

undergone optical character recognition, you can skip this discussion and proceed to

Acrobat 9 Pro PDF Accessibility Repair Workflow

PDF Accessible Repair with Adobe Acrobat 9 Pro

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“Step 3: Add Interactive Features: Form Fields and Buttons” on page6.

How to Tell if a PDF File is a Scanned Document

There are a number of indications that a PDF file originated from a scanned page. Onscreen, the document

appears to contain text, but the page is actually an image. Choose the method that suits you best for

determining if the PDF is from a scan and is an “image only” PDF.

• Note if the page appears to be skewed. Sometimes sheets are not properly fed into the

scanner with the effect being the page appears to be crooked, or skewed on the screen .

Lines of text will not be straight but will appear to slant up or down (See “Figure 1 Skewed

Text Indicates a Scanned PDF” on page4)

Figure 1 Skewed Text Indicates a Scanned PDF

• Search for characters that appear on the page. Use the find command in Acrobat to

search for text that appears on the page. Select Edit > Find (Ctrl + F on Windows or

Option + F on Mac OS) and type a term that appears on the page in the search field.

If the document was scanned, Acrobat will not find the search but will display a message

indicating “Acrobat has finished searching the document. No matches were found”.

• Zoom in and check for jagged edges on smooth characters. Scanned images are bitmaps

(See “Figure 2 Bitmap text (top) and text that has undergone OCR (bottom)” on

page5)The edges of curves on bit maps will not appear to be smooth or rounded but will

be jagged as shown in the top sample illustrating the word “Ozone” in Figure 2 on page5

Use the marquee zoom tool in Acrobat to define the area and magnify the edges of curved

letters such as “c”, “s”, and “o”. Text that has undergone the OCR process using the

Acrobat 9 Pro PDF Accessibility Repair Workflow

PDF Accessible Repair with Adobe Acrobat 9 Pro

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ClearScan option will display smoother edges as shown in the bottom illustration of the

word “Ozone” in Figure 2 on page5

Figure 2 Bitmap text (top) and text that has undergone OCR (bottom)

• Use assistive technology or the Read Out Loud feature. Acrobat 9 Pro can detect the

presence of assistive technology and if it encounters a scanned document will announce an

audible empty page warning and display the Scanned Page Alert dialog (See “Figure 3

Scanned Page Alert Dialog” on page5)

Figure 3 Scanned Page Alert Dialog

What to Do if the PDF is a Scanned Document

Perform Optical Character Recognition (OCR) to convert the bitmap image of text to actual characters. In

Acrobat 9 Pro. You can do this by selecting “OK” from the Scanned Page Alert dialog (See “Figure 3

Scanned Page Alert Dialog” on page5) You can also run the “Recognize Text Using OCR” command in

Acrobat 9.

• Document > OCR Text Recognition > Recognize Text Using OCR...

• or use the keyboard accelerator: ALT + D + C + R

All three of these methods will result in the display of the Recognize Text dialog (See “Figure 4 Recognize

Text Dialog and Recognize Text Settings” on page6) Use the Edit button in the scanned page dialog to set

the desired characteristics for the resulting file.

• Primary OCR Language (user should select the applicable document language)

• PDF Output Style should be ClearScan. ClearScan will allow the resulting PDF to “reflow”. The

other two options, “Searchable Image” and “Searchable Image Exact” will work with assistive

technology but will result in a PDF file that cannot be reflowed.

• Downsample should be set to the lowest downsampling which results in the highest resolution as

measured in dots per inch (dpi). This should be 600 dpi.

Acrobat 9 Pro PDF Accessibility Repair Workflow

PDF Accessible Repair with Adobe Acrobat 9 Pro

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Figure 4 Recognize Text Dialog and Recognize Text Settings

For additional information on performing optical character recognition using Adobe Acrobat, refer to the

Acrobat 9 Help.

What to Do if the PDF is Not a Scanned Document

Proceed to “Step 3: Add Interactive Features: Form Fields and Buttons” on page6.

Step 3: Add Interactive Features: Form Fields and Buttons

Determining if a PDF file is meant to be an interactive form is a matter of visually examining the file and

looking for the presence of form fields, or areas in the document where some kind of information is being

asked for such as name, address, social security number. Boxes or fields drawn on the page are also typical

indications that the document is meant to function as a form. If you want users to be able to complete the

form online, rather than resort to printing a paper copy in order to complete the form, then the form is

meant to be an interactive form.

Note: If you are certain the PDF document is not intended to have fillable form fields or buttons,

you can skip this discussion and proceed to “Step 4: Add Other Accessibility Features” on

page14.

You can make form fields accessible to vision impaired users and users with mobility challenges by adding

fillable fields to the PDF and by properly structuring it. In addition, you can use the Tooltip field property to

provide the user with information about the field or to provide instructions. For example, using the Tooltip

property value, the screen reader user would hear “Check this box if you will be attending the luncheon.”

Without the tool tip property, a screen reader simply provides the name of the form field (Check Box 1), its

type (Check Box), and its state (Unchecked). It would not be clear to someone listening to the form that they

are indicating their desire to attend a luncheon.

You can have Acrobat Pro detect and create the form fields automatically or you can manually create the

necessary fields using Acrobat Pro’s form tools.

Acrobat 9 Pro PDF Accessibility Repair Workflow

PDF Accessible Repair with Adobe Acrobat 9 Pro

| 7

This discussion limits itself to the accessibility issues involved with PDF forms. For a more detailed

discussion of forms, refer to the Adobe Acrobat 9 Online Help.

PDF Form Fields

A PDF form created with Acrobat can contain the following types of fields:

• Text field. Lets the user type in text, such as name, address, or phone number.

• Check box. Presents yes-or-no choices for individual items. If the form contains multiple

check boxes, the user can typically select as many or few of these as needed.

• Radio button. Presents a group of choices from which the user can select only one item.

All radio buttons with the same name work together as a group.

• List box. Displays a list of options the user can select. You can set a form field property

that enables the user to Shift-click or Control-click to select multiple items on the list.

• Combo box. Lets the user either choose and item from a pop-up menu or type in a value.

• Button. Initiates a change on the user’s computer, such as opening a file, playing a sound,

or submitting data to a web server. These buttons can be customized with images, text, and

visual changes triggered by mouse actions. Action buttons have a different purpose than

radio buttons, which represent data choices made by the user.

• Digital signature field. Lets the user electronically sign a PDF document with a digital

signature.

• Barcode. Encodes the input form selected fields and diplays it as a visual pattern that can

be interpreted by decoding software or hardware (available separately).

Use Acrobat to Detect and Create Interactive Form Fields

You can convert an existing electronic document (for example a Word, Excel, or PDF document) or scan a

paper document to a PDF form, and then add interactive form fields to the form.

When you convert a document to an Acrobat form, Acrobat can detect the form fields in the document. In

many instances, Acrobat will use the form field labels to name the field and provide a Tooltip. While the

results are often acceptable, this is not a foolproof process. You will need to examine the document carefully

to verify that Acrobat accurately detected the fields and labelled them appropriately.

Acrobat Form Wizard

You can use the Form Wizard in Adobe Acrobat 9 Pro or Adobe Acrobat 9 Pro Extended to create

interactive forms from an existing electronic document (for example a Word, PDF, or Excel document) or

scan a paper form into a PDF form.

• Choose Forms > Start Form Wizard.

This displays the Create or Edit Form Dialog. From the Create or Edit Form Dialog, do one of the following,

and then follow the on-screen instructions.

• To convert an existing electronic document (for example Word or PDF) to a PDF form, select An

Existing Electronic Document. This places the document in Form Editing Mode.

• To scan a paper form and convert it to a PDF form, select A Paper Form. The form will be scanned

and placed in Form Editing Mode.

• To use LiveCycle Designer to create a form from scratch or from one of the available templates,

select No Existing Form.

Note: Using the Adobe LiveCycle Designer, included in Adobe Acrobat Pro and Adobe Acrobat

Pro Extended for Windows, to create accessible PDF forms is beyond the scope of this Best

Acrobat 9 Pro PDF Accessibility Repair Workflow

PDF Accessible Repair with Adobe Acrobat 9 Pro

8 |

Practices Guide.

The Form Wizard completes its analysis of the document, adds any form fields it may detect and places the

PDF form in Forms Editing Mode where you can edit the automatically created fields or add additional form

fields (See “Forms Editing Mode” on page 9).

During form field detection, Acrobat may have missed some fields or created unneeded fields. It may have

also created fields of the wrong type. Please verify the fields and field names on your form. You can select

Add New Field on the Forms Editing toolbar to add more fields or right click on the form to edit or delete

fields.

Enter Forms Editing Mode Directly

If you don’t want to use the Form Wizard, you can open the file, and place the document in Form Editing

Mode directly.

• From the Acrobat Menu, select Forms > Add Or Edit Fields (Keyboard shortcut is Shift + Ctrl 7).

This displays the Add or Edit Form Fields dialog (See “Figure 5 Add or Edit Form Fields Dialog” on

page8)

Answering “Yes” to the Add or Edit Form Fields dialog question “Do you want Acrobat to detect form fields

for you?” results in the automatic detection of form fields prior to placing the document in Form Editing

Mode. This is the same as if you had proceeded using the Form Wizard on the current PDF.

Acrobat completes its analysis of the document, adds any form fields it may detect and places the PDF form

in Forms Editing Mode where you can edit the automatically created fields or add additional form fields (See

“Forms Editing Mode” on page 9).

During form field detection, Acrobat may have missed some fields or created unneeded fields. It may have

also created fields of the wrong type. Please verify the fields and field names on your form. You can select

Add New Field on the Forms Editing toolbar to add more fields or right click on the form to edit or delete

fields.

Answering “No” to the Add or Edit Form Fields dialog question “Do you want Acrobat to detect form fields

for you?” also places the document in Form Editing mode, but does not create form fields automatically. You

will have to add the form fields manually. Proceed to the next section, “Create Form Fields Manually” on

page8 for futher information.

Create Form Fields Manually

To add form fields manually you first select Forms > Add or Edit Fields (Keyboard shortcut is Shift + Ctrl 7)

and answer “No” to the question “Do you want Acrobat to detect the Form Fields for you?” in the resulting

dialog (See “Figure 5 Add or Edit Form Fields Dialog” on page8) This places the document in Forms

Editing Mode without automatically creating any fields. You can now add new form fields to the PDF form.

Proceed to the next section “Forms Editing Mode” on page9 for further instruction.

Figure 5 Add or Edit Form Fields Dialog

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