Accessible PDFs

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Adobe cheat sheet for making accessible PDFs.

Text of Accessible PDFs

  • 1. PREPARING MICROSOFT WORD DOCUMENTS TO Adobe AccessibilityCREATE ACCESSIBLE PDF FILESQuick Reference CardADD STRUCTURE TO WORD DOCUMENTSCOLUMNSKeyboard Shortcuts for Applying Styles in BothDesign your documents with styles. Styles add the structureTo create columns, do not use the tab key to make spaceVersions of Microsoft Wordnecessary to make your documents usable to people with between text columns or put text in a table. Use WordsCtrl Alt 1 - Heading 1disabilities (See Headings). column command.Ctrl Alt 2 - Heading 2GRAPHICS AND IMAGESWord 2003Ctrl Alt 3 - Heading 3All Graphics and Images should be provided with alterna-Format > Columnstive text descriptions (See Alternative Text or Alt Text). Avoidor Click on the HYPERLINKS (WORD 2003 & 2007)placing graphics too close to text. This can cause problemsColumnsAdd a meaningful description to hyperlinks. Avoid usingwhen converting to PDF. Place white space between text and Toolbarclick heregraphics.Insert Hyper- Word 2007link (Ctrl K)ALTERNATIVE TEXT OR ALT TEXTSelect Page Layout Use the screenAlternative Text or Alt Text refers to text that can be read on the Ribbon andtip button toby a screen reader to describe graphics and images which select Columns in the Page Setup group add text de-people with visual dis- scriptionabilities cannot see.LISTSWord 2003 Use Bulleted Lists to emphasize individual points. Double Click onUse Numbered Lists to describe the proper order for aan image or right series of steps in a and select HEADINGSthe format picture Use Styles to create heading formats. Title, Heading 1,TABLESdialog.Heading 2, Heading 3, etc. Make styles progress in a logical manner a Heading 2 should come after a Heading 1 Do not use tabs and spaces to Select the Webcreate tables. Use the Inserttab and enter theTable commandalternative text Word 2003Format > Styles and Formatting to reveal the styles and Avoid letting table rows breakWord 2007formatting task paneacross a page Right Click on anTables that go beyond a pageimage and choose should repeat header rowsSize Select the Alt TextWord 2003tab and enter the Use the table properties dialogalternative textWord 2007TEXTPlace the cursor in a table and select the Table Tools tab in the Ribbon Text should beat least 12 pointtype.Word 2007 Avoid using Mi-Select the Home Ribbon in Word 2007 and select thecrosoft Word textproper heading from the styles groupboxes. Avoid using Enter to create space between paragraphs.Use the space before and space after properties in yourstyles

2. CONVERTING MICROSOFT WORD DOCUMENTSAdobe AccessibilityTO ACCESSIBLE PDF FILES WITH ADOBE ACROBATQuick Reference Card1. DISPLAY PDF MAKER2. CONFIGUREMicrosoft Word 2003 (Acrobat 7 & 8)PDF MAKERSelect Adobe PDF on the Word Menu bar Settings TabSelect Change Conversion Settings BookmarksLinksEnable Accessibility and reflowSecurity TabIf Permissions are applied, check enable text access for screen reader devices for the visually impairedWord TabMicrosoft Word 2007 (Acrobat 8 Only)Convert cross refer- encesOn the Ribbon select the Acrobat TabConvert footnote andSelect Preferences from the Create Adobe PDF Group endnote linksEnable advanced tag- gingBookmarks TabConvert Word Head- ings to BookmarksSet the proper indent levels3. SAVE AS ACCESSIBLE PDFMICROSOFT WORD 2007Visit Adobes Accessibility Resource Center Word 2003 (Acrobat 7 & 8)(ACROBAT 8 ONLY)Convert to Adobe PDF from Adobe PDF Menu Select Create PDF fromSelect Convert to Adobe PDF toolbar the Create Adobe PDFAdobe Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704 USA www.adobe.comGroupAdobe, the Adobe logo, Acrobat, Acrobat Reader, the Adobe PDF logo, and Reader are eitherregistered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft, Windows, Windows Vista, are either registered trademarks ortrademarks of the Microsoft Corporation in the United States and/or other countries. All othertrademarks are the product of their respective owners. Save as Adobe PDF from 2008 Adobe Systems Incorporated. All Rights Reservedthe Office button