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Creating Accessible PDF Files Using Authoring Applications

Making PDF Accessible with Adobe Acrobat 9 Pro

| 57

Figure  38 PDFMaker Security Tab

Word Tab

Use the Word Tab to control how certain features in Microsoft Word will be rendered in PDF 

(See “Figure 

39 PDFMaker Word Tab” on page 58)

.

•

Convert Displayed Comments To Notes In Adobe PDF . 

Changes any Word comment 

entries to PDF comments. If the currently open Word document contains comments, 
more options appear in the Comments list on this tab: 

•

Reviewer. 

Lists the names of reviewers who have entered comments in the current 

Word document. 

•

Include. 

When deselected, does not include the comments in the PDF. 

•

Notes Open. 

Specifies whether the PDF comment windows automatically open or are 

closed for that reviewer’s comments. 

•

Color . 

Shows the color for that reviewer’s comment icons. Clicking the color icon 

repeatedly cycles through a limited set of available colors. 

•

# Of Comments . 

Shows the number of comments that the reviewer made. 

•

Convert Cross-References And Table Of Contents To Links (Word 2002 and 2003 only). 

Enables one-click navigation of these elements in the new PDF. This option is not 

available in Word 2007. 

•

Convert Footnote And Endnote Links . 

Integrates these into the PDF. 

•

Enable Advanced Tagging . 

Integrates this into the PDF. Useful for Microsoft Word 

forms.

Содержание 22002418

Страница 1: ...Adobe Acrobat 9 Pro Accessibility Guide Best Practices for Accessibility...

Страница 2: ...ries AutoCAD is either a registered trade mark or a trademark of Autodesk Inc in the USA and or other countries GeoTrust is a registered trademark of GeoTrust Inc Microsoft and Windows are either regi...

Страница 3: ...xt 2 Fonts that allow characters to be extracted to text 2 Interactive form fields 2 Other Features Buttons hyperlinks and navigational aids 2 Document language 3 Security that will not interfere with...

Страница 4: ...nd Buttons 8 PDF Form Fields 9 Use Acrobat to Detect and Create Interactive Form Fields 9 Acrobat Form Wizard 9 Enter Forms Editing Mode Directly 10 Create Form Fields Manually 10 Forms Editing Mode 1...

Страница 5: ...ad Order Tool 26 Check reading order with the TouchUp Reading Order tool 27 Change the reading order by dragging on the page 27 Change the reading order using the Order panel 27 Editing Tags with the...

Страница 6: ...xt and supplementary information to tags 41 Add alternate text to links 42 Add alternate text for a figure 42 Add alternate text for an abbreviated term 42 Create a new child tag 43 Add tags to commen...

Страница 7: ...2003 51 Word 2007 51 Configure the PDFMaker 52 Show or activate PDFMaker in Microsoft Word 53 For Office 2003 or earlier 53 For Office 2007 53 View PDFMaker conversion settings 53 Settings Tab 54 Secu...

Страница 8: ...is a Form 62 Check the PDF Version of the Document Using Acrobat 62 Changes to the Conversion Settings 63 Repairs You Should Make in the Source File 63 Repairs You Should Make in the PDF File 63 Docu...

Страница 9: ...r users can efficiently proceed through the analysis of a PDF file in a systematic fashion Systematically ruling out or confirming certain characteristics which a PDF file may possess will guide you t...

Страница 10: ...ftware cannot read or extract the words in a graphic representation users cannot select or edit the text and you cannot manipulate the PDF for accessibility You must convert the scanned images of text...

Страница 11: ...ternative text and tool tips can aid many users including those with learning disabilities See Step 6 Determine if the PDF File is Properly Tagged on page 23 Adobe Acrobat and Adobe Reader Accessibili...

Страница 12: ...ro Extended Create PDF documents from any application that prints Convert Microsoft Word Excel PowerPoint Publisher and Access files to PDF with one button ease Capture web pages as rich dynamic PDF f...

Страница 13: ...until no problems are found See Step 7 Use the Accessibility Checker to Evaluate the PDF File on page 44 Though these stages are presented in an order that suits most needs you may perform tasks in th...

Страница 14: ...t 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 6 Figure...

Страница 15: ...selecting OK from the Scanned Page Alert dialog See Figure 3 Scanned Page Alert Dialog on page 7 You can also run the Recognize Text Using OCR command in Acrobat 9 Document OCR Text Recognition Recog...

Страница 16: ...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 sk...

Страница 17: ...e 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...

Страница 18: ...e 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 cr...

Страница 19: ...eld button if you prefer On the right hand side of the Forms Editing Toolbar are the Distribute Form button and the Close Form editing button A fields panel appears on the left side of the document Th...

Страница 20: ...ame way the form recipients will and gives you a chance to verify the form If you are previewing a form you can click the Edit Layout button to go back to the Forms Editing mode Form Field Properties...

Страница 21: ...8 Adding a Tooltip for Form Fields Tooltips for Radio Buttons To create a set of mutually exclusive Radio Buttons where only one field can be selected at a time give each field the same name but diff...

Страница 22: ...click one of the selected fields and choose Properties Change the properties on each of the available tabs as needed The property is changed as soon as you select another property or press Enter Click...

Страница 23: ...of the Button Properties dialog They also appear in the Tab order tree See the Adobe Acrobat Help for a complete discussion of PDF fields and buttons Set the Tab Order If a PDF document doesn t have a...

Страница 24: ...Pro Extended See Figure 11 Setting the document language on page 17 To set the language for an entire document Choose File Properties Cntrl D for Windows Cmnd D Mac OS and select a language from the L...

Страница 25: ...rmit access to the document by assistive technology You can verify the Acrobat 9 or Adobe Reader 9 security settings do not prohibit access to assistive technology by checking the security preferences...

Страница 26: ...rity Settings dialog verify the box labelled Enable text access for screen reader devices for the visually impaired is checked This is the default setting for Adobe Acrobat 9 and Adobe Reader 9 See Fi...

Страница 27: ...the tag tree to add alternate text to the new links Note Automatically detected URLs in PDF documents are not accessible Avoid using the Create Links from URLs command Advanced Document Processing Cr...

Страница 28: ...PDF document If you have been following the workflow up to this point you will have a PDF file that is searchable because you performed optical character recognition on a scanned document or it was se...

Страница 29: ...ll show structure To expand the entire tree fully Cntrl click on the root node labelled Tags Note In certain instances a document may not be considered tagged by Acrobat even though a structure is vis...

Страница 30: ...ccessibility TouchUp Reading Order An untagged document will not appear to have undergone a change A tagged document will display shaded areas on the page that are numbered An untagged document will n...

Страница 31: ...p Step 6 Determine if the PDF File is Properly Tagged on page 23 Step 6 Determine if the PDF File is Properly Tagged The easiest way to determine if the PDF file has been properly tagged is to use the...

Страница 32: ...from the logical structure tree Figure 16 TouchUp Reading Order Dialog Selecting the TouchUp Reading Order Tool To select the TouchUp Reading Order Tool do one of the following Choose Advanced Access...

Страница 33: ...ection as a figure Text contained within a figure tag is defined as part of the image and is not read by screen readers Form Field Tags the selection as a form field Figure Caption Tags a selected fig...

Страница 34: ...content Edit Alternate Text Available in the menu that appears when you right click a highlighted figure Allows the user to add or edit a text description about the figure properties that is read by a...

Страница 35: ...a highlight color click the color swatch and then click the color you want To highlight tables and figures and to view alternate text for figures select Show Tables And Figures Check the reading order...

Страница 36: ...TouchUp Reading Order tool In the TouchUp Reading Order dialog box select Show Page Content Order To select a highlighted region do one of the following Drag to select it Click the number of a highlig...

Страница 37: ...ements as figure tags You can remove artifacts and irrelevant page elements from the tag structure by redefining them with the Background tag or by deleting their tags If a tagged image in the documen...

Страница 38: ...e the description using alternate text Figures aren t recognized or read by a screen reader unless you add alternate text to the tag properties If you apply alternate text to text elements only the de...

Страница 39: ...till need to check and correct some of these tags manually By viewing table tags you can determine whether columns rows and cells have been correctly identified Tables that lack well defined borders a...

Страница 40: ...otherwise be activated You then select the Table Editor button on the TouchUp Reading Order dialog to place the table in Table Editing Mode See Figure 20 Using the Order Panel to Activate the Table Ed...

Страница 41: ...erties dialog or the Table Editor Options dialog The Table Cell Properties dialog See Figure 22 Table Cell Properties on page 34 allows you to Specify the type of cell the selected cell should be whet...

Страница 42: ...The Table Editor Options dialog allows users to control how table cells and table headers are displayed by Acrobat when using the TouchUp Reading Order Table Editor See Figure 23 Table Editor Options...

Страница 43: ...tab View Navigation Panels Tags and select the root topmost tag Tags In the Tags tab choose Options Delete tag Note The Clear Page Structure command in the TouchUp Reading Order dialog box removes all...

Страница 44: ...name to view pages and objects Note You may find it helpful to have Acrobat highlight items in the document view when the associated item in the Content Panel is selected From the Content Panel Optio...

Страница 45: ...at relates to a selected object in the Content tab Show Metadata Allows viewing and editing of image or object metadata Properties Opens the TouchUp Properties dialog box Order Panel You can change th...

Страница 46: ...an correct most tagging issues by using the TouchUp Reading Order tool you must use the Tags Panel to address detailed tagging of tables and substructure items such as paragraphs lists and sections th...

Страница 47: ...edit a tag title change a tag location or change the tag type for an element All page content must be tagged marked as an artifact or removed from the logical structure tree To reveal the TouchUp Prop...

Страница 48: ...ag to the location you want As you drag a line appears at viable locations Choose Cut from the Options menu and select the tag that appears above the location you want to paste the cut tag From the Op...

Страница 49: ...ocument Role maps allow each document to contain a uniquely defined tag set By mapping these custom tags to predefined tags in Acrobat custom tags are easier to identify and edit Tag Annotations When...

Страница 50: ...ext for a figure Choose View Navigation Panels Tags Expand the logical structure tree to find and select the Figure tag element for the image To find a tag more easily use the TouchUp Reading Order to...

Страница 51: ...up menu in the New Tag dialog box and then click OK In the Find Element dialog box click Find Next to locate and tag all comments and then click Close Correct table tags with the Tags tab Use the Tou...

Страница 52: ...bility before attempting to use a PDF Quick Check Results This document has logical structure but it is not a Tagged PDF Some accessibility information may be missing Quick Check has found an underlyi...

Страница 53: ...Check checks a PDF for many of the characteristics of accessible PDFs You can choose which kinds of accessibility problems to look for and how you want to view the results Choose Advanced Accessibili...

Страница 54: ...essibility problems to the HTML report or comments Create Comments In Document Adds comments to the document that indicate accessibility problems Delete all accessibility comments from the PDF after y...

Страница 55: ...gure 29 A Successful Accessibility Check on page 47 Note While the Accessibility Checker helps you evaluate the accessibility of your documents and helps identify areas that may be in conflict with Ad...

Страница 56: ...Acrobat 9 Pro PDF Accessibility Repair Workflow Making PDF Accessible with Adobe Acrobat 9 Pro 48...

Страница 57: ...robat Ribbon In general the following rules apply Design your source document with accessibility in mind Do NOT use character formatting for headings use the program s styles Do add alternative text t...

Страница 58: ...g 1 Word 2003 Headings To create headings in Microsoft Word 2003 do the following Format Styles and Formatting to reveal the styles and formatting task pane See Figure 30 Microsoft Word 2003 Styles an...

Страница 59: ...and Images should be provided with alternative text descriptions Avoid placing graphics too close to text This can cause problems when converting to PDF Place white space between text and graphics Wo...

Страница 60: ...siness applications such as Microsoft Office applications and Lotus Notes When you install Acrobat PDFMaker controls appear in the work area of the authoring application Using PDFMaker within an autho...

Страница 61: ...ck the Word Options button Click Add Ins on the left side of the dialog box Do one of the following If PDFMOutlook or Acrobat PDFMaker Office COM Addin is not listed choose COM Add Ins from the Manage...

Страница 62: ...s Specifies the standard by which the PDF will be optimized When you choose an item in the menu a description of that preset appears immediately below it View Adobe PDF Result Opens the converted docu...

Страница 63: ...oft Visio Access Microsoft Project or AutoCAD it specifies PDF A 1 b 2005 Attach Source File Includes the Word document that is being converted as an attachment to the resulting PDF Create Bookmarks C...

Страница 64: ...ns available Change Permissions Password Specifies a password you set that users must use in order to do any allowable printing or editing Printing Allowed Specifies whether users who use the Permissi...

Страница 65: ...ts in the current Word document Include When deselected does not include the comments in the PDF Notes Open Specifies whether the PDF comment windows automatically open or are closed for that reviewer...

Страница 66: ...okmarks Selects all the headings in the Elements list for conversion to PDF bookmarks Convert Word Styles To Bookmarks Selects all the text styles in the Elements list for conversion to PDF bookmarks...

Страница 67: ...box is empty Figure 40 PDFMaker Bookmarks Tab Video Tab Microsoft Word and PowerPoint The options you specify on this tab determine settings for multimedia files that are converted to FLV format and i...

Страница 68: ...el Fit Worksheet To A Single Page Adjusts the size of each worksheet so that all the entries on that worksheet appear on the same page of the PDF Fit To Paper Width Adjusts the width of each worksheet...

Страница 69: ...ngs PowerPoint 2002 and 2003 only Uses the same printer settings in the PDF as in the original file This option is not available in PowerPoint 2007 Convert the Word Document to Accessible PDF Open the...

Страница 70: ...ing Select Forms Start Form Wizard Check the box indicating An existing electronic document Select Import a file from file system Click the Browse button to locate the desired file Click Next The docu...

Страница 71: ...In some instances even if the document language has been specified in the source file the information about document language is not conveyed to the PDFMaker Setting the language for an entire documen...

Страница 72: ...Creating Accessible PDF Files Using Authoring Applications Making PDF Accessible with Adobe Acrobat 9 Pro 64...

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