Quick Guide for Accessible PDF with Adobe Acrobat Professional

Quick Guide for Accessible PDF It is recommended that lengthy documents (20 or
provides guidance for using Adobe Acrobat XI Pro to more pages) contain a linked table of contents. For
make documents accessible by ensuring that the linked TOCs, each table of content item (TOCI) needs
tagging and reading order are correct, and that other to contain a <Reference> tag. A <Link> tag needs to
accessibility requirements have been met. be placed as a child element under the <Reference>
tag so that the item is associated to a content type.
Tagging for Logical Reading Order Underneath the <Link> tag the item description,
Document content is read in the order in which the leader, page number and Link - OBJR tag (which
content was tagged or appears in the tag tree. It is allows for keyboard accessibility) need to be present.
best to only manipulate the tags in the Tags pane.
Apply a Heading Tag Structure of Lists & Table of Contents
To help readers navigate a document and It is important to structure list tags properly to
understand the logical structure of document ensure proper reading order. Under the <L> tag is a
content, tag content that represents a heading with <LI> tag at the first nesting level. The <Lbl> tag is
the appropriate heading level to indicate its position above the <LBody> tag and both tags are at another
in the document hierarchy. nested level beneath the <LI> tag. The bullet is
• Select the Touch Up Reading Order tool, and nested under the <Lbl> tag and that the text of the
then select the heading text in the PDF. list item is nested under the <LBody>.
• In the Touch Up Reading Order dialog box, To properly structure a non-linked table of contents
activate the button corresponding to the Below is an example of proper list structure:
<Reference>, <Link> and Link-OBJR tags need to be
appropriate heading tag (for example, Heading omitted from the tag structure.
1, Heading 2).
Ensure that all heading elements are ordered
properly. For example, H2 elements should follow
H1 elements, H3 elements should follow H2
elements, etc. Content authors should not "skip"
levels (e.g. H1 directly to H3). When headings are
incorrectly ordered, users of assistive technology
may become confused over the structure of the
document and believe content is missing.
Apply Paragraph tags for paragraphs
A paragraph is a block of text in a document that
centers on a specific idea. Draw a rectangle around
Ensure sub-lists are structured properly
text that you want to label as a Paragraph and click
A sub-list must be structurally under, as a child, the
Text on the Touch-Up Reading Order Panel (Text and list item to which it is related. It is placed after the Links
Paragraph are synonymous in Acrobat. They both  Ensure link text is meaningful when taken out
text of the parent list item
create a Paragraph tag). of context
Planning the Structure of TOCs  Ensure link text is meaningful within context
Headers and Footers
Table of contents items need to be structured with  Ensure links are tagged structurally as links
Non-distinct header and footer content should be <TOCI> tags nested under a parent <TOC> tag.
labeled as artifacts with a Link OBJR tag
Beneath the <TOCI> tag the item description, leader
and page number need to be present.
 Quick Guide for Accessible PDF with Adobe Acrobat Professional
Table There are essentially three types of images. 1. Color should not be used as the only visual
The following are some important keys to creating • Simple – A photo, clipart, or other image that means of conveying information, indicating an
accessible data tables in Adobe Acrobat PDF is primarily for visual appeal but is relevant to action, prompting a response, or
documents: the surrounding content. distinguishing a visual element.
 Ensure data tables are formatted using table • Decorative – A graphical figure that do not 2. Make sure your text color provides enough
elements. convey meaning or that are for decorative contrast with the background color and should
 All data tables should use TH tags to identify purposes should be marked as artifacts so that have a contrast ratio of at least 4.5:1.
header cells. it is not read and disruptive to users of Forms
 Define column headers across page breaks. assistive technology. The structure of form fields is a <Form> tag with a
 Associate table row and column headers with • Complex – Graphs, charts, schemas, etc. These nested Field Name – OBJR tag. In the Tags pane the
data cells. images need brief alternate text but a longer form tags need to appear after the tag containing
 Place content that is in separate rows and description needs to be provided in the text label of the field.
columns into separate data cells. surrounding text or structure (ex. list or table)
 Merged row and column headers need to have or in an appendix. When using an appendix, be
RowSpan or ColSpan defined. sure to indicate where users can find the more
Example Table: thorough description of the graphic.
Alternate text can also be added or edited for an
Header 1 Text Header 2 Text Header 3 Text
image using the TouchUp Reading Order (TURO)
Row Header Column 2, row Column 3, row tool. To add or edit the alternate text of an image
Text 2 data cell text 2 data cell text using the TURO:
Example tag structure: 1. Activate the TouchUp Reading Order tool by Setting Tooltips for Form Fields
navigating to View > Tools > Accessibility > Enter a short and concise label into the tooltip field
Touch Up Reading Order on the General tab of the field properties dialog.
2. In the main document, locate the image that
Tooltips for Radio Buttons
needs alternate text or edits to the alternate
To create a radio button group, where only one field
text.
can be selected at a time, assign each field the same
3. Activate the Context menu of the image and
name and the same tooltip, but provide different
select Edit Alternate Text from the menu.
Button Choices (values).
4. In the Alternate Text dialog, make the
necessary changes or additions. Structure and Best Practice
• Ensure that instructions text is placed at the
beginning of a form
• Ensure checkboxes and radio buttons are
Providing Alternative Text for Images positioned to the left of the labels
Often types in Adobe Acrobat images, charts and
Document Properties
graphs are presented within <Figure> tags. All
Go to File > Properties
meaningful images must provide a concise,
 Ensure document specifies a language
meaningful description. A meaningful image is one 5. When finished, locate and activate the OK
 Provide a clear identifying title property and
that is important to understanding the surrounding button.
author for the document
content. Meaningful and concise alternate text
Color & Contrast  Ensure that lengthy documents provide
should not be more than 255 characters.
Effective use of color will ensure that content is bookmarks
readable, accessible and appealing.