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Creating Accessible PDFs JOb Sheet Version 1

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Creating Accessible PDFs JOb Sheet Version 1 Powered By Docstoc
					                                                                         Creating Accessible PDFs

            1 Basics Job Aid/ Exercises
            All files used within this tutorial can be found in the Accessibility folder
            (C:/Work/ITTraining/Acrobat/Accessibility) or in the associated self-extracting file available on-
            line.

            Create a subfolder YourName e.g. HelenPerkins in the Accessibility folder, or on your p drive
            where you can save your work throughout these exercises.


            Exercise 1: Comparing inaccessible and accessible documents using the Read Out
            Loud feature. This is a group exercise.
            Your tutor will give a demonstration of an inaccessible and an accessible document being
            read through the Read out Loud feature in Acrobat.

            Write some of the differences to the documents in the box below and what impact they have
            on how easy it is to gather information. You may wish to consider differences in both how the
            document is read and how it appears visually. NB some clues are within the document text.




            Discuss your notes with the person(s) next to you.




Combining the strengths of UMIST and
The Victoria University of Manchester                                                                   1 of 10
            Exercise 2: View tags in accessible document.
                Open Adobe Acrobat
                Open the document “accessibledocument.pdf” from the ExampleFiles folder
                Select File>Document Properties
                The Document Properties dialogue box should open on the Description Tab
                Toward the bottom of the window in the Advanced area you should see
                “Tagged PDF: Yes” - if the PDF is tagged or “Tagged PDF: No” - if it has not been tagged.


            Is this document tagged?




                Cancel out of the document properties window. Now view the tag tree of the same
                document
                Select View > Navigation Tabs > Tags
                Move the tag panel onto the navigation pane
                Expand the top level tag and subsequent tags until you can view the <table> tag
                Note the tags used to describe the layout of a table. Try and complete the table below:


            TIP: Right-click on the tag and select Highlight Content
            Tag              Description (i.e. what element(s) it describes/relates to)
            <table>
            <td>


                Select Advanced>Links>Create URLs in Document
            How many URLs were created and for which link(s)?




                Save the document to the YourName folder as exercise2complete.pdf.




Combining the strengths of UMIST and
The Victoria University of Manchester                                                                 2 of 10
            Exercise 3: Create an accessible document from and existing PDF document.
                Using the instructions on page 4 of the course guide add tags to the
                “inaccessibledocument.pdf” file.

            Did the add tags report highlight any errors?




                View the tag tree for the document.
                Save the document to the YourName folder as exercise3complete.pdf




Combining the strengths of UMIST and
The Victoria University of Manchester                                                   3 of 10
                Exercise 4: Create an accessible document from MS Word
                Open “inaccessibledocument.doc” in MS Word
                Make the following changes and apply the following styles to the document:



                                                                                  Heading 1
Add full stops (at the
end of each
title/heading e.g. Text.
                                                                                  Heading 2




Add a carriage return                                                             Heading 2
in after the word
Images so that it
appears as a heading.
                                                                                  Heading 3



Add a caption to the
image (Right-click on
the image and select
Caption). Place this
before the image.

                                                                                  Heading 3



Add alternative text to
the image (Right-click
on the image and
select Format Picture.
Elect the Web tab and
enter a description in
the Alternative text
area. Click OK.)
                                                  Table Contemporary
                                                                                     KEY
                                                                                              Suggestions
                                                                                              Styles



                Save the document asexercise4complete.doc in your folder
            Before converting to PDF ensure all of your conversion settings are as needed for a
            successful and accessible conversion. See pages 5 and 6 of the course guide for more
            details.
                Convert your document using the Adobe PDF menu within MS Word.
                Name your file exercise4complete.pdf and save it to your folder.




Combining the strengths of UMIST and
The Victoria University of Manchester                                                              4 of 10
            Exercise 5: Working with Scanned files and documents
            Applying OCR (Optical Character Recognition) to a scanned document

                Open planning.pdf in Acrobat
                Apply OCR to the PDF (Document>Recognize Text using OCR>Start)
                Search for the following words:
                Government
                Senate
            How many occurrences are there of the word Government?




                You should be able to see that the file is now formatted as recognisable text.
                Save the file to the YourName folder as exercise5complete.pdf
                Close the file




            Exercise 6: Converting images to recognizable text
                Open the file mission.jpg in Acrobat
                Notice that the file has been opened as a PDF (see the top of the Acrobat window)
                Search for the word university and follow the prompts on screen to start the OCR process


            How many occurrences of the word university are there in this document?




                Save the PDF to the YourName folder as exercise6complete.pdf
                Close the document but keep Acrobat open.




Combining the strengths of UMIST and
The Victoria University of Manchester                                                               5 of 10
            Exercise 7: Combining multiple documents
                Create a new PDF file from:
                Wordmailmerge1.pdf
                Wordmaillmerge3.pdf
                These are both saved to the mailmerge subfolder
                Name the document exercise7.pdf and select your folder as the Save In folder
                Make sure you can see the tags tab
                Scroll down to the end of the document and highlight “4.2 If you are happy with
                the preview”


                TIP: You’ll need to use the select tool             to highlight the content


                Click on the Options button in the tags area and select Find tag from selection
                You should see the very last tag highlighted
                Insert Wordmailmerge2.pdf after the 1st page (Document>Insert Pages)
                Scroll down the document – the document should be in order (check the page numbering
                on the bottom right of the pages)
                Expand all tags (CTRL+click on the parent tag)
                Scroll down to the bottom of the tags
                Right click on the very last tag “x object: image w499 h248”
                Select Highlight content


            On which page is the figure this last tag relates to?




            Time permitting
                Re-order the tags by dragging and dropping into the correct position (see page 15 of the
                course guide)
                OR
                Re-create the combined document in the correct order.


                Save the finished document to the YourName folder as “exercise7complete.pdf”.




Combining the strengths of UMIST and
The Victoria University of Manchester                                                                6 of 10
            Exercise 8: Check for accessibility on existing document (accessibility report)

                Complete a full accessibility check on the document inaccessibledocument.pdf (the
                original document from the Accessibility>ExampleFiles folder).
                Advanced>Accessibility>Full Check
            Were there any suggested changes?
            TIP: Look at the report summary




            Exercise 9: Fixing reading order problems by editing PDF file structure
                Open the document inaccessibledocument.pdf
                TouchUp the reading order so that the page consists of the element types on the next
                page:
            Tip: See pages 11-12 of the course guide for instructions
            NB: Selecting the exact text can be tricky. Always select an area larger than you are trying to
            define to ensure you capture everything. See also the section on Splitting elements- this may
            be particularly useful when trying to define the word “Images” as a Heading 3 type of element.
                Save the document to the YourName folder as exercise9complete.pdf
                Run a new accessibility report.
            What are the stated problems? See the report summary for an overview.
            What are the differences between this report and the original report?




Combining the strengths of UMIST and
The Victoria University of Manchester                                                                 7 of 10
                                                     Background




Heading 1
                                                               Text


Heading 2
                                                               Text



Heading 2
                                                               Text
Heading 3
                                                               Text




  Figure




Heading 3
                                                               Text




                                                         Each cell should
   Table                                                 be set as a cell.
                                                          There are 8 in
                                                              total.




                                        Background




Combining the strengths of UMIST and
The Victoria University of Manchester                             8 of 10
            Exercise 10: Adding alternate text
                Open inaccessibletagged.pdf from the ExampleFiles folder
                Run a Full Accessibility check
            What are the main problems with the document? See the summary for an overview.




                Select the tag relating to the image of the Format picture window.
                Add alternate text to the image. See page 13 of the course guide for details.
                Save the document to the YourName folder as exercise10complete.pdf.
                Re-run the Full Accessibility Check.
            What are the differences to the report?




            Exercise 11: Inaccessible Page content
            The exercise10complete.pdf document should now be fairly accessible, but the report
            probably identifies some areas of inaccessible content.
                Scroll up/down the Accessibility report until you get to the Detailed report section.
                Clicking on the links to the inaccessible content should highlight areas in the document
                that are inaccessible.
                Note that these are all areas of white space.
                Ensure the tag tree is open and visible


                Open the TouchUp Reading Order window and click on the selection button
                Working directly on the document drag an area around one of the areas of inaccessible
                content. It should highlight in blue.
                Click on the Options button in the tags area.
                Select Create Tag from Selection.
                Select Paragraph as the tag type
                Select OK.
                Repeat for each blank area of inaccessible content.
                Save the document as exercise11complete.pdf




Combining the strengths of UMIST and
The Victoria University of Manchester                                                                   9 of 10
            Exercise 12: Document Tab order
                Ensure exercise11complete.pdf (or exercise10complete.pdf) is still open
                You may have one final area of inaccessibility that relates to defining the tab order.
                Click on the Pages tab in the navigation pane
                Click on the thumbnail of the page
                Right-click on the thumbnail and select Page Properties
                Select Use Document Structure and click on the Close button
                Save the document as exercise12complete.pdf
                Re-run the accessibility report
                Your document should now be accessible




Combining the strengths of UMIST and
The Victoria University of Manchester                                                                    10 of 10

				
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