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Creating Accessible PDFs from Adobe InDesign Jonathan Avila and Thomas Logan.

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Presentation on theme: "Creating Accessible PDFs from Adobe InDesign Jonathan Avila and Thomas Logan."— Presentation transcript:

1 Creating Accessible PDFs from Adobe InDesign Jonathan Avila and Thomas Logan

2 About SSB BART Group Unmatched Experience Accessibility Focus Implementation-Oriented Solutions Solutions That Reduce Legal Risk Organizational Stability and Continuity Knowledge That Is Up-to-Date, All the Time Published and Peer Review Auditing Methodology Fourteen hundred organizations (1445) Fifteen hundred individual accessibility best practices (1595) Twenty-two core technology platforms (22) Fifty-five thousand audits (55,930) One hundred fifty million accessibility violations (152,351,725) Three hundred sixty-six thousand human validated accessibility violations (366,096)

3 Most accessibility fixes can be made with InDesign only The visual appearance of your document does not need to change for proper tagging –With exception for color, contrast, etc. Making your InDesign document accessible will make it easier to maintain and update for the future Key Points

4 Setup InDesign environment for tagging Use/create an accessible template Address visuals like contrast Thread frame content Tag content and map styles to tags Use the structure tree and articles panel to arrange reading order of content Add text alternatives Export to PDF Touch up items in Acrobat Professional Workflow

5 Display Structure Tree –View > Structure > Show structure Display tag markers –View > Structure > Show Tag Markers Display the following panels –Tags –Paragraph styles –Articles Other useful tools –Story editor Setup InDesign

6 Core Areas of Accessible InDesign Files Headings Lists Images alt text Artifacts Tables Reading Order Use Color Contrast Links Forms (not covered in this presentation) Document title (metadata) Create/Use Accessible Template

7 Contrast and Color– Overview Use sufficient foreground and background colors Sufficient contrast is necessary for users with visual impairments Applies to text over (e.g. text with backgrounds/images) Applies to text and images that contain text Exceptions : decoration, logo or brand name Do not rely on color alone to convey information When color alone is used people who are color blind will not have access to the information Applies to text, images, etc. Address Color and Contrast

8 Color and Contrast – Recommendations Contrast Use contrast checkercontrast checker – Adjust contrast of all non-exempt elements Color Use text, symbols, attributes, or other visual indicators –Use parentheses for negative numbers in addition to red Address Color and Contrast

9 Overview Proper use of text frames allow articles that span multiple pages to be read in the correct order by assistive technology Thread Frames

10 Recommendations Use Text Frames Properly Each article should be in a single text frame with continuous flow If this is not possible, such as an article that continues onto a separate page, the frames should be threaded Thread Frames

11 Implementation Techniques If there is too much text to fit in the desired location: 1.Create a text frame on another page 2.Click on the first text frame’s out port (a small box with an arrow on the lower right side of the text frame) 3.Click on the second text frame Thread Frames

12 Implementation Techniques (cont.) 1.From the Tools panel, select the Type tool and place the cursor in the first text frame 2.Press ⌘ +Y (CTRL+Y on a Windows PC) to open the Story Editor 3.Cut and paste headers and any other text into the Story Editor 4.Delete any extra empty text frames Thread Frames

13 Implementation Techniques (cont.) To create side by side columns: Drag the text frame to the desired width Press ⌘ +B CTRL+B to open the Text Frame Options dialog Select the desired number of columns Thread Frames Text Frame Out Port

14 Styles – Overview A style is a set of formatting attributes that can be assigned to elements throughout the document Changes to the formatting of a style affects all elements in the document with that style Styles are the basis of the tag structure in InDesign and later in Acrobat (via the Map styles to tags) Headings styles override H tags in Acrobat Tags and Styles

15 Styles – Recommendations Paragraph styles should be used to format elements in the document such as headings and list items When text is initially added, InDesign automatically assigns the Basic Paragraph Style –Set styles up properly for all types of content –Use styles throughout the document creation process Tags and Styles

16 Styles – Implementation Techniques To edit, change or create a new style: Place the cursor in the text Press ⌘ +F11 (Mac) to open the Paragraph Styles dialog Press F11 (Windows) to open the Paragraph Styles dialog To set a style Select the text to style Select the desired style in the paragraph styles panel Tags and Styles

17 Adding Tags - Overview Content is not tagged or added to the structure tree when created There are two ways to tag elements –Tag each element Select the item, open the context menu (right click), and select Tag Frame (or Choose Auto Tag from Tags Panel) Choose the appropriate tag from the list (if not auto tag) –Add all untagged Items To open the structure pane, press Alt + Ctrl + 1 From the Structure Pane menu, select “Add Untagged Items” The above will add content to the structure tree and auto tag the type Tags and Styles

18 Adding Tags – Implementation To create custom tags From the Window menu, select Tag From the Tags Panel menu, select “New Tag” and enter the desired tag name Alternatively, styles can be globally mapped to the appropriate tags Structure Tree > options > map styles to tags Caution – this will change already tagged content Tags and Styles

19 Headings – Overview and Recommendation Explicit heading identification allows users of assistive technology to browse document content by header level Descriptive headings allow users with cognitive and visual impairments to find the correct section Define styles to explicitly indicate that content appears visually as a heading Headings and labels must be unique and describe the topic or purpose of the element they title Heading order should match the visual order of headings Tags and Styles

20 Headings – Implementation Techniques To ensure headings will convert properly to Acrobat format, custom style names should be created in InDesign These heading styles should be named “H1,” “H2,” etc. so the proper tag name will come through into Acrobat Tags and Styles

21 Headings – Implementation Techniques (cont.) To create heading styles 1.Place the cursor in the text and press ⌘ -F11 to open the Paragraph Styles dialog 2.From the flyout menu, choose New Paragraph Style 3.In the Style Name field, enter “H1” or the appropriate heading level 4.To change the font, select Basic Character Formats and choose the desired font, size, and weight 5.Edit other options as needed Note: If styles already exist change their name Tags and Styles

22 Artifacts – Implementation Techniques Tag decorative images and repetitive headers, footers, and page numbers as artifacts Artifacts are ignored by screen readers or when the document is displayed in Reflow mode To tag an object as an artifact 1.Select the object 2.Open the context menu 3.Select the Tag Frame 4.Select Artifact from the list Tags and Styles

23 Other Tags List items (LI) –Auto create LI tags a descendants of L tags in PDF Tables and Cells –Auto generates Table, TH, and TD tags for all data and header cells in PDF (specify table header row in InDesign) Image/figure (Image) –Auto generates figure element in PDF Paragraphs (P) –Auto generates p elements in pdf Sections, articles, etc. –May generate equivalent in PDF –Have little affect on assistive technology in PDF Tags and Styles

24 Metadata – Implementation Techniques To insert metadata 1.Select File > File Info from the menu 2.Add the information to the File Information dialog box Tags and Styles

25 Overview Once the document has been tagged, it is essential to review it for proper reading order Structure tree order = tag panel order in Acrobat = reading order for assistive technology Make sure complete story appears in same tag or appear consecutively Reading Order

26 Structure Tree - Implementation Techniques To view all the tags in the tree Select the top tag and hold down the Alt key while clicking on the arrow To move an element in the tag order Click and drag the tag to the proper location Reading Order

27 Structure Tree - Implementation Techniques Anchor Images into the text flow Each InDesign frame and object group displays a small blue square on its top edge –To anchor an object in an accessible location in the text flow without changing the original position of the object, click and hold the blue square, and then drag it to the desired location within the text and release –The blue square changes to an anchor icon indicating that the object is anchored Reading Order

28 Articles Panel - Overview Establish a stacking order using the Articles panel This sets the content order which affects reflow in Acrobat Reading Order

29 Articles Panel - Implementation Techniques Shift Click items in the order that you want them to be arranged in the Articles Panel Drag the entire selection to Articles Panel Reading Order

30 Non-text Elements – Implementation Techniques Two ways to add Alt text 1.Object Export Options Select the image in the document Activate the Object menu Activate Object Export Options Select Alt Text panel Select Custom from the Alt Text (see next slide for metadata) Add alternative text 2.Alt attribute in structure Tree Select image in tree Choose Add Attribute, enter “Alt” as name Add alt text in value field Activate Ok Text Alternatives

31 Non-text Elements – Implementation Techniques Alternatively, use Description Metadata field as Alt Text source for image Text Alternatives

32 Implementation Techniques To create the PDF file 1.From the File menu, select Export > Adobe PDF (Print or Interactive) 2.Enter the desired file name 3.Activate the Save button Note: The Print dialog box should not be used, as this will not create a document that can be further edited for accessibility in Acrobat Professional Export to Acrobat

33 Implementation Techniques (cont.) In the Export Adobe PDF dialog box, ensure the following options are selected: Compatibility –Select Acrobat 5 or later to create accessible documents Options –Optimize for Fast Web View –Create Tagged PDF –Bookmarks –Hyperlinks –Interactive Elements Choose Export Export to Acrobat

34 Implementation Techniques 1.Select Initial View Tab 2.Under Window Options Select Show “Document Title” 3.Activate the OK button Acrobat Touch Up

35 Implementation Techniques (cont.) 1.Select Advanced Tab 2.Under Reading Options Select Language of document 3.Activate the OK button Acrobat Touch Up

36 Implementation Techniques (cont.) 1.Select Page Properties 2.Under Tab Order ensure “Use Document Structure” is selected 3.Activate the OK button Acrobat Touch Up

37 Implementation Techniques (cont.) 1.Open the Role Map Dialog (Tags Panel > Options > Edit Role Map) 2.For each role: 3.Verify that all non-standard PDF Tags have proper role mappings to a standard PDF tag name. E.g. Heading 1 - > H1 Acrobat Touch Up

38 Questions?

39 Contact Us Jonathan Avila Chief Accessibility Officer Bryan Garaventa Senior Accessibility Engineer m SSB Contact Information (800) 889-9659 Follow Us Twitter @SSBBARTGroup LinkedIn bart-group Facebook Blog Thank You

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