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Creating accessible PDFs in Adobe Acrobat

Click on the Recognize Text button. Once the text is recognized, text can be corrected using the Correct Recognized Text from the Recognize Text dropdown list. NOTE : This typically only needs to be done if a document is scanned from a scanner or copier. Creating a PDF this way only takes an image of the document. If a document already has renderable text such as converting a Word document, you will not be able to Recognize Text function and should be fine. The reading order helps to determine how the document looks depending on how it is viewed.

For images in the document, each one should be set with Alternative Text Alt Text. This will allow you to set Alternative Text for each of the images one by one. If the image is informational, then a good description of the image should be entered.

If the image is purely decorative such as a logo on the page , then the Decorative figure checkbox should be checked.

This will set the Alternative Text to be null and not be important to the person reading the document. If the document contains one or more tables, check the tables to make sure that header rows are properly marked. To check the tables, do the following steps:. Look at the structure of the document visually to determine what the heading structure should be that makes the most sense for reading through the document.

Keep in mind how a screen reader might read the document. Keep in mind the structure as the same as websites and documents of H1 through H6. Go through the tags and add, delete or rename tags as needed. For instance, the first tag on the page should be the title of the page and marked as H2 through H6 respectively as needed. Once preliminary fixes are complete, you will want to run a Full Check using the Accessibility Tool.

The Accessibility tool will go through the PDF document to check for issues in the document that need to be fixed. If the application used to create the PDF has been fixed prior to conversion, there should be fewer errors when working with Acrobat Pro to fix additional issues. There are a number of options that come up, but most of the time, just click Start Checking.

Acrobat Pro, Acrobat Standard. Use one of these applications to open untagged or tagged PDF forms except PDF forms that are created from Adobe Designer to add fillable form fields, such as text boxes, check boxes, and buttons. Add descriptions to form fields, tag untagged forms, set the set tab order, manipulate tags, and perform the other PDF accessibility tasks.

Authoring applications. Use the forms tools in Acrobat Pro to add fillable form fields. Moreover, if you tag the form during conversion to PDF, the authoring application can generate inappropriate tags for the text labels of the form fields. In a complex form, for example, the text labels for all the fields can run together into a single line. Such reading order problems can require time-consuming work in Acrobat Pro to split the labels apart.

In this case, producing an untagged PDF form from the authoring application is sometimes the better course. You can then use the Forms tools in Acrobat Pro to add fillable form fields before you tag the entire document. Some forms are straightforward enough that you can produce a tagged PDF from the authoring application. Then perform light touch-up in Acrobat Pro after you add the fillable form fields. Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure.

The success that an application has in analyzing and tagging a form depends largely on the original formatting and layout of a document, and the types of fields that it uses. When you design a form, include headings, instructions, and fields in which users are to enter data.

At a minimum, give each field a label. Also add special instructions for fields that need them. Use graphics tools to draw lines and boxes. Adding descriptions to form fields enables screen readers to identify the fields to users. Users hear the description read aloud when they tab to the field. Write descriptions that are terse but complete. The tab order for form fields enables people with disabilities to use a keyboard to move from field to field in a logical order.

You can test the tab order of a form by using the following keyboard commands:. This tool also enables you to fix any reading order problems of the text labels for the form fields.

For example, you may need to split merged lines of fields into individual fields. Legal Notices Online Privacy Policy. User Guide Cancel. Workflow for creating accessible PDFs. At a high level, the process of creating accessible PDFs consists of a few basic stages:.

Consider accessibility before you convert a document to PDF. As needed, add fillable form fields and descriptions, and set the tab order. Add other accessibility features to the PDF. Tag the PDF. Evaluate the PDF and repair tagging problems. Additional resources.

For more information about creating accessible PDFs, see these resources:. Add fillable form fields and descriptions, and set the tab order. You can also use the Reading Order tool in Acrobat Pro to add descriptions to form fields.

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