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Creating an Accessible Portable Document Format (PDF)

Background:

In 1998, Congress amended the Rehabilitation Act to require Federal agencies to make

their electronic and information technology accessible to people with disabilities.

Called Section 508, this law applies to all Federal agencies when they develop, procure,

maintain, or use electronic and information technology.

Inaccessible technology interferes with an individual's ability to obtain and use

information quickly and easily. Section 508 was enacted to eliminate barriers in

information technology, to make available new opportunities for people with disabilities,

and to encourage development of technologies that will help achieve these goals.

The PDF was developed by Adobe, Inc. in the early 1990’s to allow electronic

documents to be shared among computer users without the need to have the originating

software installed. Its’ easily shared format and the availability of the reader software

has made the PDF a very popular means to distribute information.

Putting 508 into Action:

Many people require the use of screen reader programs such as Jaws or Window-Eyes

to read electronic files, including PDF’s, on their computers. These programs literally

read aloud what is on

the

computer screen.

Federal Web managers have been mandated to make their Web sites 508 accessible to

individuals that use screen readers so they can obtain the information they need.

Historically, PDF’s were left out of this requirement but recent Department of the Interior

policy has mandated that ALL PDF documents intended for distribution via Web or e-

mail be created so they can be read using the screen reader technology.

This

guide

offers an introduction to using MS Word in conjunction with Adobe Acrobat

software to create accessible PDF’s. Additionally you will be able to:

Explain why creating accessible PDF’s is important;

Cite examples of MS Word features that will create better PDF documents;

Create a pdf file from a Word document;

Add, delete and modify pages in a pdf file;

Add properties to a pdf file; and

Modify a pdf file so that it can be read properly by a screen reader.

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

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Most Adobe PDF documents begin on computers as Microsoft Word documents; then

are converted to PDFs at the end of the process for distribution. This guide explores

how to produce a Microsoft Word document so that, when exported to an Adobe PDF

document, it will allow screen readers to correctly and completely read the document.

There are many elements that affect accessibility in a document, such as color use and

contrast. However, the main focus of this guide is to make you aware of how to format

Microsoft Word documents so that screen readers can read your exported PDF files

properly. For more detailed information about colors and contrast, please reference the

Other References page at the end of this document.

Instructions for creating accessible PDF’s from scanned documents are also included in

this guide.

Tips for Structuring a Microsoft Word Document for an Accessible PDF Export:

The following are suggestions for structuring a Word document for easier conversion to

PDF.

Keep Your Word Document Layout Simple: Keep all of your content in a linear

single column progression. This will allow screen readers to obtain a proper

reading order of your document. More complex document layout design can

scatter the document’s reading order for screen readers. Complex documents

will need to be correcte

manually after conver

sion

using the TouchUp

eading order

feature of Adobe

Use Styles Instead of Text Attributes: To provide structure to your document use

the style formatting tool instead of the text bolding feature for text editing. Some

screen readers can read out the document's heading labels along with the

document's text

For example, the reader will read out loud "Heading 3"

for the heading above this paragraph. These headers will

become bookmarks in the PDF.

Create Alternative Text for Photographs or Graphic Images within Microsoft

Word: Right mouse click your document image and select the Format Object

from the popup menu and click the Web tab to type an alternative text passage in

the text field describing the image.

Add Hyperlinks to your Documents: If you want the screen reader user to access

a web link from your PDF, use the Microsoft Word's Hyperlink tool by selecting

the Insert menu and choose the Hyperlink… menu to hyperlink a web address.

Use Standard Text Fonts: Use standard text fonts such as Times New Roman

and Arial.

Data Tables: Avoid nested tables. Use the Insert – Table option instead of

creating a table with text boxes or layers.

Read the Table guidelines tips section found in the Other References section at

the end of this document.

Add a Blank Page to the End of Your Document: Make sure you add one blank

page at the end of the word document or else the accessible screen reader may

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

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not read the last part of your document.

o Once your document has been converted to PDF, check the tabbing order to be

sure that the document reads as intended.

Things to Note:

o When using Roman numerals, screen readers will read Roman numerals as a

letter instead of a number equivalent. Instead of using Roman numerals, use

numbers.

Use the Bullet and Numbering feature from the Format menu when bullets are

required. Some screen readers will read out the word "bullet" to the user if the

document is formatted properly.

Use proper punctuation to allow for natural pauses and breaks in your lists.

Screen readers will pause when coming to a punctuation mark.

Information in the Header and Footer are NOT read by screen readers once the

document is converted to PDF.

Avoid using Word based check boxes and blank lines for forms since the screen

reader cannot detect these items for the end user. Once the document is

converted to PDF, use the forms feature in Adobe Acrobat to create the form

fields.

Adjust Adobe Acrobat’s Preference

Settings: Before converting a Word

document into a PDF file you must

adjust Acrobat Professional's

Preference settings with the following

steps. (The following is shown for Adobe

Acrobat 8 and may differ depending on

the Adobe version you are using)

1. Open Adobe Acrobat.

2. Choose Edit and Preference

from the top menu.

3. Choose Convert To PDF in the

Categories field and select

Microsoft Office Word in the

Converting To PDF field, and select the Edit Settings… button.

4. In the ‘Adobe PDF Setting for supported documents’ menu box choose Standard

from the Adobe PDF Settings drop down menu. (Note: see trouble shooting

section if accessibility is not available in the drop down menu)

5. Check the Add bookmarks, Add links and Enable accessibility & reflow boxes.

6. Finally, select the OK button to save each one of your menu preference box

changes.

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

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Basic PDF file creation

Adobe continues to make it easier to create PDF files and offers multiple ways of

using Acrobat to accomplish this task. When you have Adobe Acrobat installed

properly, you can create a PDF file with a single click directly from Word.

You can also create a PDF file by using the “Print” command and selecting “Adobe

PDF” as your printer

. However, be aware that some features do not convert from

MS Word when creating PDF's this way.

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

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Optimizing PDF Files

The versatility of PDF allows the format to be used on the Web, where small file size

is important, and also in the print industry, where the quality of the finished product is

much more important than file size.

When creating a PDF, you

should take steps to optimize

the PDF for the appropriate

purpose. Acrobat has some

built-in settings that you can

use or modify to create your

own. In Word, go to: Adobe

PDF > Change Conversion

Settings

Click “Advanced Settings” to

customize the conversion

settings.

Modifying the PDF File

1. Add Properties

Once your PDF file is created, you’ll want to add “properties” that describe the file.

These properties go with the PDF file and may be used by search engines to

discover and reference the PDF in searches. The language specification is

reference

by accessible technology.

The document properties screen is found under File - > Properties. At a minimum,

you should always add the following properties to your document.

Title

Author

Subject

Keywords

Language

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

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ote

ome of

this information

could have

carried over

from the

original source

document,

which may not

be appropriate.

The language

specification

field is found on

the Advanced

tab of the

Properties

screen under

reading options.

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

2. Delete, Rearrange, Insert Pages

Along the left side of the Acrobat window are

a series of tabs. See the “Pages” tab? If not,

select pages from View > Navigation Tabs >

Pages.

Click on the pages tab to see a thumbnail of

each page in the PDF document. From this

window you can rearrange or delete pages,

extract one to create a separate PDF file, or

insert another PDF file.

3. Touch Up Text

Acrobat allows limited editing of PDF files. If you need to change a word or two,

correct a number, or make similar changes, go to: Tools > Advanced Editing >

TouchUp Text Tool. Select the text that you need to change, and type in the new

information. If extensive changes to text is required, it is suggested that you access

the original Word document to make those changes and then convert the new

document to PDF.

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

4. Changing a Scanned Document to Real Text

A PDF file made from a scanned document, such as a signed memo, may look to

contain text, but it is really just a picture of text. Zoom in on a portion of the text. If

you see jagged edges or other imperfections, you’re probably looking at a scanned

document. Try using the TouchUp text tool. If you can’t select text, it’s probably just

a picture of text. In order to be able to edit the text, or in order for a screen reader to

read the text, the text must be recognized from the scan and converted to real text.

This is what “optical character recognition” (OCR) is. A computer program, in this

case Adobe Acrobat, looks at the scan and determines what characters are being

depicted. It then replaces the image of the text with editable text. PDFs created from

scanned documents are frequently the biggest offenders in regards to accessibility.

To correct this:

Go to: Document > Recognize Text Using OCR > Start

In the “Recognize Text” dialogue box, you

can choose which pages you want

recognized. More importantly, you can

choose how you want Acrobat to output

the text to the PDF file.

To change the output settings, click on the

Edit button in the recognize text window.

Choose the “Formatted Text & Graphics”

in the PDF Output Style to create a

screen readable document.

Acrobat can retain the image and hold the

text “behind the scenes.” This allows the

search function to work, but doesn’t allow

you to edit text or for a screen reader to

read the file. Or it can

replace the text image with

real text. This is preferable for

accessibility, editing, and file

size; but it can require a lot of

cleanup.

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

Finding Suspects

After the OCR has converted the image to real text, you must review the document

for “suspects”. These are instances where the text image wasn’t clear enough for

Acrobat to make a good interpretation. You should progress through the document,

suspect by suspect, and correct Acrobat’s errors. To see and correct suspects, go

to:

Document > Recognize Text Using OCR > Find First OCR Suspect

Acrobat will offer a suggested reading. You can accept that or type in your own.

As you’re working through this task, you may find another problem: Acrobat has

recognized some text but put it in the wrong font. This happens typically with poor

scans or poor originals (photocopies, faxes, etc.).

To fix this, you must change the properties for that bit of text.

First, select the text using the TouchUp text tool.

Then, right-click (CTRL-

click on the Mac) and select Properties from the resulting drop-down menu. In the

properties window, change the font, size, and any other properties to give the

selected text the appropriate characteristics.

Guide to Creating Accessible Documents

Last Revised: 11/6/2007

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