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Creating Accessible PDFs from Adobe InDesign Jonathan Avila and Thomas Logan

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

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Creating Accessible PDFs from Adobe InDesign Jonathan Avila and Thomas Logan

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  1. Creating Accessible PDFs from Adobe InDesignJonathan 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. Key Points 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
  4. Workflow 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
  5. Setup InDesign 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
  6. Create/Use Accessible Template Headings Lists Images alt text Artifacts Tables Reading Order Use Color Contrast Links Forms (not covered in this presentation) Document title (metadata) Core Areas of Accessible InDesign Files
  7. Address Color and Contrast 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. Contrast and Color– Overview
  8. Address Color and Contrast Contrast Use contrast checker www.ssbbartgroup.com/reference/index.php/Color_Contrast_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 Color and Contrast – Recommendations
  9. Thread Frames Proper use of text frames allow articles that span multiple pages to be read in the correct order by assistive technology Overview
  10. Thread Frames 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 Recommendations
  11. Thread Frames If there is too much text to fit in the desired location: Create a text frame on another page Click on the first text frame’s out port (a small box with an arrow on the lower right side of the text frame) Click on the second text frame Implementation Techniques
  12. Thread Frames From the Tools panel, select the Type tool and place the cursor in the first text frame Press ⌘+Y (CTRL+Y on a Windows PC) to open the Story Editor Cut and paste headers and any other text into the Story Editor Delete any extra empty text frames Implementation Techniques (cont.)
  13. Thread Frames 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 Text Frame Out Port
  14. Tags and Styles 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 Styles – Overview
  15. Tags and Styles 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 Styles – Recommendations
  16. Tags and Styles 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 Styles – Implementation Techniques
  17. Tags and Styles 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 Adding Tags - Overview
  18. Tags and Styles 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 Adding Tags – Implementation
  19. Tags and Styles 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 Headings – Overview and Recommendation
  20. Tags and Styles 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 Headings – Implementation Techniques
  21. Tags and Styles To create heading styles Place the cursor in the text and press ⌘-F11 to open the Paragraph Styles dialog From the flyout menu, choose New Paragraph Style In the Style Name field, enter “H1” or the appropriate heading level To change the font, select Basic Character Formats and choose the desired font, size, and weight Edit other options as needed Note: If styles already exist change their name Headings – Implementation Techniques (cont.)
  22. Tags and Styles 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 Select the object Open the context menu Select the Tag Frame Select Artifact from the list Artifacts – Implementation Techniques
  23. Tags and Styles 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 Other Tags
  24. Tags and Styles To insert metadata Select File > File Info from the menu Add the information to the File Information dialog box Metadata – Implementation Techniques
  25. Reading Order 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 <Story> tagor appear consecutively Overview
  26. Reading Order 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 Structure Tree - Implementation Techniques
  27. Reading Order 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 Structure Tree - Implementation Techniques
  28. Reading Order Establish a stacking order using the Articles panel This sets the content order which affects reflow in Acrobat Articles Panel - Overview
  29. Reading Order Shift Click items in the order that you want them to be arranged in the Articles Panel Drag the entire selection to Articles Panel Articles Panel - Implementation Techniques
  30. Text Alternatives Two ways to add Alt text 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 Alt attribute in structure Tree Select image in tree Choose Add Attribute, enter “Alt” as name Add alt text in value field Activate Ok Non-text Elements – Implementation Techniques
  31. Text Alternatives Alternatively, use Description Metadata field as Alt Text source for image Non-text Elements – Implementation Techniques
  32. Export to Acrobat To create the PDF file From the File menu, select Export > Adobe PDF (Print or Interactive) Enter the desired file name 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 Implementation Techniques
  33. Export to Acrobat 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 Implementation Techniques (cont.)
  34. Acrobat Touch Up Select Initial View Tab Under Window Options Select Show “Document Title” Activate the OK button Implementation Techniques
  35. Acrobat Touch Up Select Advanced Tab Under Reading Options Select Language of document Activate the OK button Implementation Techniques (cont.)
  36. Acrobat Touch Up Select Page Properties Under Tab Order ensure “Use Document Structure” is selected Activate the OK button Implementation Techniques (cont.)
  37. Acrobat Touch Up Open the Role Map Dialog(Tags Panel > Options > Edit Role Map) For each role: Verify that all non-standard PDF Tags have proper role mappings to a standard PDF tag name. E.g. Heading 1 - > H1 Implementation Techniques (cont.)
  38. Questions?
  39. Thank You Follow Us Twitter @SSBBARTGroup LinkedIn www.linkedin.com/company/ssb-bart-group Facebook www.facebook.com/ssbbartgroup Blog www.ssbbartgroup.com/blog Contact Us Jonathan Avila Chief Accessibility Officer jon.avila@ssbbartgroup.com Bryan Garaventa Senior Accessibility Engineer bryan.garaventa@ssbbartgroup.com SSB Contact Information info@ssbbartgroup.com (800) 889-9659
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