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Transcript

Thanks for joining us today.

Today I am covering the following topics. Why it鈥檚 important to make a PDF file accessible, and characteristics of an accessible PDF file.

Making PDFs accessible is important because it ensures that everyone, including people with disabilities, can access, understand, and interact with the content. Screen reader users, for example blind or visually impaired, rely on properly tagged PDFs to navigate and understand content. Second, many countries have laws and regulations requiring digital accessibility, such as ADA, the Americans with Disabilities Act, Section 5.08 of the U.S. Rehabilitation Act, AODA, the Accessibility for Ontarians with Disabilities Act, and the EU Standard EN 301-549. Non-compliance with these laws and regulations can lead to lawsuits, fines, or reputational damage. Accessible PDFs include, but are not limited to the following characteristics.

Scanned images of text must be converted into searchable text using optical character recognition, OCR. A scanned document is inaccessible because the content is a graphic representing the letters on the page, not searchable text, which assistive technology software cannot read. The fonts must contain enough information for Acrobat to correctly extract all of the characters to text for a screen reader or the read-out-loud tool. To be accessible, form fields must be fillable. The fields should also have a defined tab order, allowing users of assistive technology to use the tab key in order to progress through the fields. Forms must provide identification, give tips on proper completion, prevent errors, and not be timed unless the user can request more time. Navigational aids in a PDF, such as links, bookmarks, headings, a table of contents, assist all users in using the document without having to read through the entire document word by word. Providing a document title allows the user to locate and identify the document.

Specifying the document language in a PDF helps enable screen readers to correctly interpret the document, allowing correct pronunciation of content in different languages. The text of an accessible PDF must be available to a screen reader. Acrobat security settings should be set to protect document content while not interfering with a screen reader鈥檚 ability to convert the on-screen text to speech or braille.

A screen reader or other text-to-speech tools require that the document is structured and in the proper reading order. The structured tags also allow for documents to be resized and reflowed for viewing at larger sizes and on mobile devices. Images and fillable form fields cannot be understood by screen readers unless they have associated alternative text. Alternative text for images and tooltips for form fields can aid many users, including those with learning disabilities. Here鈥檚 a quick check-in on accessible PDF files. Setting the document language helps assistive technology, like screen readers, to present the PDF content correctly. True or false? This is true. Specifying the document language in a PDF helps enable screen readers to correctly interpret the document, allowing correct pronunciation of content in different languages. And that鈥檚 it! Now you鈥檙e ready to learn how to make PDF files accessible in Acrobat Pro.