Creating an accessible PDF from a Word file
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- Georgia Higgins
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1 Creating an accessible PDF from a Word file (Revision date: 01 March 2013) This guideline is based on the use of Adobe Acobat professional X and Word Before you start: The Word file must be properly formatted (see Submission Guidelines for BfN Publications ) Choice of software application for conversion to PDF Accessible PDFs can only be created successfully with Adobe Acrobat Professional. The standard version has only limited support for accessibility. Conversion settings in Adobe Acrobat Professional X Select the following settings in Adobe Acrobat Professional X: > Edit > Preferences, click Convert to PDF on the left and Microsoft Office Word on the right, then > Edit Settings. In the Adobe PDF Settings box, choose Standard, then check the following: Add bookmarks to PDF file Add links to PDF file Enable accessibility and reflow Then, next to Adobe PDF Settings: Standard, click the > Edit button. Check that Compatibility is set to Acrobat 5.0 (PDF 1.4) and that Optimize for fast web view is selected; set Resolution to 150 dpi (high enough for online use); then click > Save As and save the settings profile with a name such as Accessible_for_Web. This conversion settings profile will be used automatically in future sessions. When needed, you can switch between this profile and others > Edit > Preferences, click Convert to PDF on the left and Microsoft Office Word on the right, click > Edit Settings, and choose a profile in the pull-down menu. 1
2 Converting Word file to PDF Do not convert your Word file into a PDF by using > File > Print in Word, because not all the information needed will be transferred to the PDF. Instead, do one of the following: Either in Microsoft Word: > Acrobat tab > Create PDF or in Adobe Acrobat Professional X: > Create > PDF from File 2
3 Checking and finalising the PDF file in Adobe Acrobat Professional X (Minimum requirements based on BITV Test ) Is the PDF tagged? Check under > File > Document Properties Description that Tagged PDF is marked Yes. Set the document language: > File > Properties, Advanced tab Set the correct language under Language Check the role map and correct as necessary. In the navigation pane on the left, click the Tags tab and select > Options, Edit Role Map; check the following items and correct as necessary: Heading 1 must be H1, Heading 2 must be H2, etc. List must have the role LI, L or LBody Paragraphs must be P If Tags tab not visible: > View > Show/Hide > Navigation Panes > Tags, and drag the Tags dialogue to the navigation pane on the left Set the tab order: In the navigation pane, select the Pages tab, click the first page thumbnail, press Ctrl-A to select all pages, click the right mouse button for the context menu and select > Page Properties, Tab Order tab: Select Use Document Structure If Pages tab is not visible: > View > Show/Hide > Navigation Panes > Pages, and drag the Pages dialogue to the navigation pane on the left Check the Bookmarks tab in the navigation pane on the left to make sure that there are bookmarks matching the section structure of the document so that the reader can go directly to selected sections (is there a bookmark for each heading in the document and is the hierarchy correct?); if bookmarks are missing, it may be necessary to check the formatting of 1 Test zur Prüfung der Barrierefreiheit von Webangeboten auf Grundlage der Barrierefreie Informationstechnik- Verordnung (BITV), siehe Test to assess the accessibility of websites on the basis of the Federal Ordinance on Barrier-Free Information Technology (BITV); see 3
4 the Word file, assign any missing styles and repeat the conversion into PDF; bookmarks can also be edited in Adobe Acrobat: To add a bookmark: In the main document window, navigate to the heading where a bookmark is to be added, then click in the Bookmarks tab on the New Bookmark icon and type the name of the heading. To delete a bookmark: Click the bookmark and press the Del key. To rename a bookmark: Click the bookmark and then click its name a second time to edit the name. To modify the bookmark hierarchy: Drag and drop to move bookmarks around in the hierarchy. Addidtional test criteria: From about 2 MB or if the file size seems unreasonably large for the number of pages, it may be worth trying to reduce the file size: > File > Save As > Reduced Size PDF (leave the Make Compatible With setting unchanged). Check the metadata and correct as necessary: > File > Properties, Description tab: Check the information in the Title, Author, Subject, and Keywords boxes and correct as necessary. Finally, instead of Save, choose > Save As so that the Quick Web View settings stays enabled. 4
5 Full accessibility check Carry out a full accessibility check: Tools > Accessibility > Full Check > Start Checking. No serious problems must be identified (serious problems include figure elements without alternative text, important elements outside text, fonts unsuitable for reading out loud, no language specified); if necessary, correct any problems by following the hints shown. Additional freeware tool PDF-Accessibility-Checker (PAC) The PDF-Accessibility-Checker is a free software application provided by the «Access for all» to evaluate the accessibility of PDF documents. This application is working without any installation and provides a deeper PDF checking process. Download : 5
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