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Adapting existing PDFs
to accessibility standards

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Accessibility is an important
issue - also in the digital area.

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Therefore, in all public
institutions across the EU,

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including universities,

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Accessibility requirements
are implemented,

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to allow as many people as possible
- with or without disabilities -

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to have independent access
to places and information.

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Accessible PDF documents
are an important part of this.

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In this video we explain
what accessible PDFs are

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and how to check the accessibility
of PDFs and adjust them if necessary.

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Step 1: What are
accessible PDF documents?

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You probably know
this from your work routine:

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Existing PDF documents

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do not meet the
requirements of accessibility

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and have to be adjusted.

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This is especially important

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when documents are to be
made available long term.

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But first: What
are accessible PDF documents?

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They can be recognized
by technical aids

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such as screen magnification
software and screen readers

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so people with visual impairment
can read them independently.

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They are clearly
designed and structured

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and have some
technical specifications.

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Step 2: Check PDFs for accessibility

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To find out how accessible
your PDF document is,

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you should first do
an automated check.

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To do this, open your
PDF in Adobe Acrobat Pro.

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In the right column, select
the "Accessibility" tab.

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If this is not available, select
the menu item "More Tools"

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and then under the heading "Protect
and Standardize" the item "Accessibility".

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Now click on
"Accessibility Check"

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and select "Document"
as category.

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All boxes should be checked.

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You can now start checking.

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This will give you a complete
overview of your document

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and any potential problems.

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You will also receive initial
tips for troubleshooting.

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Depending on how complex your
document and the error messages are,

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you now have various
options for solving the problems:

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Not all PDFs can have their accessibility

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easily adjusted afterwards.

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If when creating the
original document

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no attention was
paid to accessibility

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and for example many
graphic design elements were used

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or colors without
sufficient contrast,

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or when creating
lists and tables

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no Styles were used,

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it is often next to impossible to
subsequently make the document accessible.

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Unfortunately, accessibility
cannot always be fully reached.

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But: every improvement helps!

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If you still have the
source file of your PDF

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as a Microsoft Word file,

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it makes sense to first make
some adjustments in Word,

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then export the
document again as a PDF

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and then finalize it
in Adobe Acrobat.

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However, if your document is
only available as a scanned image

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or the check revealed
a lot of error messages,

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but the original
file is no longer available,

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it is advisable to
create the document

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from scratch in Word
and Adobe Acrobat,

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instead of tormenting yourself with the
subsequent, very time-consuming adjustment.

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How to properly plan accessible
documents right from the start,

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create them in Microsoft Word and
finalize them in Adobe Acrobat Pro,

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is explained in the video
tutorial "Accessible PDF Documents".

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Step 3: Check PDFs for accessibility

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If your document passes
the Accessibility Check

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without too many error messages,

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you can improve your PDF
directly in Adobe Acrobat.

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Let's take a closer look at
the Accessibility Checker report.

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OK, there are some error messages.

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But don't panic, we'll
take care of those now.

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First of all, some basic
advice about the procedure:

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Save your PDF under a
new name after each step,

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as some of the adjustments
that have to be made

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cannot be reversed.

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Otherwise you would
have to start all over

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if you ever made a mistake.

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First, add the
missing document title.

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To do this, open the “Properties”
of the document under “File”.

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Here you can add the
so-called Metadata,

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starting with the title.

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You can also name an Author here.

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For the screen reader to read
the title of your presentation

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when opening the document,
rather than the file name,

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select "Show" and "Document Title"

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in the tab "Initial View".

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Next we set the
document language

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in the "Advanced" tab.

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This is important so that
a screen reader knows

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how to emphasize
the text when reading it.

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Because a text in a foreign language
can quickly become incomprehensible

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when pronounced
with a German intonation.

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How to assign a different language
to individual paragraphs or words,

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we'll explain later.

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Then confirm with "OK"

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and save the PDF
under a new name.

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The next error message tells us

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that the PDF is not tagged.

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We must fix this problem,

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as tags are crucial for the
functionality of accessible documents.

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Only tagged PDFs

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enable reading
with a screen reader

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as well as navigation
within the document.

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Tags define, for example, whether
a text is a Heading or a Standard Text

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or identify a graph
or table as such.

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Open the tag control
panel in the bar on the left.

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If this is not available,
you can right-click

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within the bar and add
the menu item "Tags" in the bar.

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We are reminded once again
that there are no tags so far.

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If Styles had been used when
creating the document in Microsoft Word

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tags would already be available.

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Tags can be assigned
automatically in Acrobat.

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However, a bit of readjusting
will still be necessary.

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First click on the top menu
item on the right hand side

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"Autotag Document".

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As you can see,
tags are now in place.

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The top tag always needs
to be the <Document> tag,

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which is still missing here.

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Select "New Tag"
in the menu at the top

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and within the popup
choose "Document" as Type.

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Now assign all tags to this tag

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by dragging them to the
corresponding level.

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In order to check the tags
and adjust them if necessary,

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open the "Reading Order" tool.

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Here you can display
the structure types.

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What do we see? The heading is
tagged as a normal paragraph <P>.

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But it should be a heading <H1>,

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which is assigned only once
in a document, for the title.

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Use the mouse to select
the area of ​​the heading

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and choose "Heading 1".

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The tag has turned into <H1>.

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You can now
check the other tags.

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The next heading should
be tagged <H2>.

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To do this, select the text
area with the mouse

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and then click on "Heading 2"
in the "Reading Order" tool.

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The following paragraph and the
graph are already correctly tagged.

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Now we define the
next heading <H2>.

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At the moment our list is
still displayed as a paragraph.

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Unfortunately the customization of lists

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is not possible with the
"Reading Order" tool,

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it has to be done manually.

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First you need to
use tags to structure

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the list by selecting
the “List” tag.

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Then create the
sub-elements of the list.

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To do this, create a new "List
Item" type tag for each row.

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and assign them
hierarchically to the list tag.

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The next required
tag "List Item Body"

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refers to the list
text of the first row.

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This in turn must be
assigned to the <LI> tag,

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by dragging it to
the correct position.

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We repeat the procedure
for the second row.

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The structure of
the list is now finished.

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Now you have to
assign it the content.

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To do this, split the
existing paragraph

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in two paragraphs with
the Reading Order tool.

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Now drag your two paragraphs
into the list to the <LBody> tag

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The last element is a table.

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For a table to be easily
read by a screen reader,

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the contents of the first row
must always be tagged as

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"Table Header Cells"
with  <TH>

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In our case, this was
already assigned correctly

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during automatic tagging.

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In the next two rows, the first

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column is also
tagged as a heading.

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This is not correct.

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We make the correction,

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by right-clicking on the tag

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and selecting the "Properties".

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Here we change the tag
type to "Table Data Cell".

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A comment:

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The more complex a table is,

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the harder it is for a
screen reader to interpret.

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There are limits on how accessible

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you can make it.

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What we can do to optimize
the readability some more

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is the following:

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We select the table tag

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and right-click to
open the Options Menu.

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Here we open the Table Editor.

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You can now assign
the correct content

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to each header cell.

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In our case, each header
cell relates to a column.

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With a right click
on the header cell

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we open the "Table Cell Properties".

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Under “Scope” we
now select “Column”

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and confirm with OK.

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We do the same with the
other two header cells.

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The last step is to add

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a machine-readable
title to your table.

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To do this, select the
tag of your entire table

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and open the Reading
Order window once more.

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Now select the entire
table with the mouse

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and right-click on the table
to open the Options Menu.

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Here you select
"Edit Table Summary",

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enter a descriptive title

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and confirm with OK.

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A note:

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With some testing software,

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for example the PAC
3-PDF Accessibility Checker

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the row elements of tables are

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identified as graphs
that are not tagged.

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However, adapting this
would be beyond the scope.

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The tables can be read easily
using the method described here.

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Therefore, you can safely
ignore this error message.

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The best thing to do is to save your
document again under a new name,

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before finalizing the PDF.

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Let's check the
accessibility again.

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The next important
error message concerns

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the missing Alternate
Text of our image.

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00:13:05,873 --> 00:13:08,042
In order to add
the Alternate Text,

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right click on
"Figures Alternate Text"

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00:13:10,744 --> 00:13:13,256
and choose the option "Fix"
in the error report.

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00:13:13,971 --> 00:13:16,537
The text can be entered here.

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00:13:17,465 --> 00:13:21,165
The structure of an Alternate
Text should be as follows:

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00:13:21,960 --> 00:13:27,535
1. Illustration type (e.g. photo,
line drawing, pie chart...),

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2. a short description,
as objective as possible

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00:13:32,650 --> 00:13:34,610
3. the copyright notice.

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00:13:35,537 --> 00:13:36,756
In general:

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Use technical terms

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00:13:39,191 --> 00:13:42,980
and put any terms quoted from
the illustration in quotation marks.

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00:13:43,854 --> 00:13:47,315
If your image is a purely
decorative element

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00:13:47,474 --> 00:13:49,449
that does not
convey any information,

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00:13:49,873 --> 00:13:51,527
you can also specify that,

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00:13:51,898 --> 00:13:54,685
by ticking the box
"Decorative Figure".

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00:13:55,083 --> 00:13:58,622
In this case, your illustration
does not need Alternate Ttext

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and is skipped by
the screen reader.

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00:14:02,660 --> 00:14:05,348
Almost all error messages
have now been eliminated.

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00:14:06,000 --> 00:14:09,515
There is one very important
check that you should make:

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If the document was tagged
manually with the Reading Order tool,

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00:14:14,735 --> 00:14:17,625
you should also check the
reading direction of your document,

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by opening the menu item
“Order” in the left panel.

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Each element now has a number.

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00:14:25,748 --> 00:14:29,518
This indicates the order of
the objects within the document,

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00:14:30,000 --> 00:14:32,642
in which the screen
reader will read them.

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00:14:33,516 --> 00:14:37,205
If structure types are being
displayed instead of the numbers,

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open the "Reading Order"
tool once again

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00:14:40,718 --> 00:14:43,643
and switch here
to "Page content order".

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00:14:44,716 --> 00:14:46,939
If an element is
incorrectly positioned,

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00:14:47,230 --> 00:14:49,446
you can drag it
to the desired position

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00:14:49,764 --> 00:14:51,685
while pressing the mouse button.

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00:14:52,930 --> 00:14:55,094
If you are happy with the order,

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00:14:55,385 --> 00:14:57,002
you can right-click
on the error message

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00:14:57,161 --> 00:15:01,114
in the panel and select “Pass”.

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00:15:02,271 --> 00:15:05,536
Another error message that
we have to correct manually,

245
00:15:05,880 --> 00:15:07,564
is that of "color contrast".

246
00:15:08,333 --> 00:15:10,847
Here we are asked to check

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00:15:11,085 --> 00:15:14,350
whether texts are easy to
read on a colored background.

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00:15:15,384 --> 00:15:18,442
The lower the contrast between
text and background color,

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00:15:18,734 --> 00:15:20,547
the harder it is to read,

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especially for people
with visual impairments.

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In our case it should work.

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In the Accessibility Checker area,
confirm this by right-clicking

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on the error message
and clicking on "Pass".

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There are no more
error messages.

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However, there
are still little things

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which do not appear
in the test report,

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but still improve
readability enormously.

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As already mentioned,
a foreign-language text

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read aloud by the screen
reader with a German intonation

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can quickly sound incomprehensible.

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To prevent this,

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we have already determined
the correct document language.

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But maybe your document contains

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individual passages
in another language?

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We are adapting these now.

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In the tag overview, select the text area

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that is in another language.

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Right-click for
the Options Menu

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and open the
properties of the tag.

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Here you can
select the language.

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A note:

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You can only assign
one language per tag.

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In case your foreign
language text belongs to

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a longer paragraph,

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you have to split the
text into different tags.

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Another helpful function
for navigating the document,

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is the bookmarks that
can be found in the top left.

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They show the
document structure,

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as it is set for
the visually impaired.

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This is particularly important
for multi-page documents

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with a chapter structure.

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Bookmarks allow users to
navigate through a document,

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without having to
flip from page to page.

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In our case there
are no bookmarks yet.

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However, after
having clearly structured

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our document with
the help of tags,

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we can select the command
"New Bookmarks from Structure".

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Here we see how the
document is structured

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and can choose

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which elements should be
part of the table of contents.

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00:17:31,165 --> 00:17:34,421
It makes sense to only use
the headings here by selecting

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them while pressing
the shift key and confirming.

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Here, too, the headings can
be hierarchized afterwards,

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so that the document's
logic of headings

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and sub-headings is
reproduced correctly.

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Now it's almost done.

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In a last step you only have
to set the PDF / UA identifier.

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Because for a PDF to be
considered technically accessible,

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the meta information
must be available,

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which marks the document
as PDF/UA compatible.

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00:18:09,807 --> 00:18:14,679
Open “Print Production” on the right
and select the “Preflight” option.

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Select the wrench in
the preflight window.

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00:18:19,466 --> 00:18:22,664
Under "Document
info and Metadata"

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you will see the menu
item "Set PDF/UA entry".

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00:18:27,502 --> 00:18:31,374
Select this and click on
"Fix" at the bottom right.

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You can now save the final PDF.

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00:18:37,489 --> 00:18:39,489
Summary

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00:18:39,541 --> 00:18:41,431
I will briefly summarize again

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00:18:41,761 --> 00:18:45,700
What to look out for when
adapting an accessible PDF.

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First you define the Metadata
such as title or language.

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Then tag your document

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00:18:54,000 --> 00:18:57,696
and add Alternate Text
to images and graphs.

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00:18:59,026 --> 00:19:02,922
Check the reading
order and color contrasts,

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00:19:03,399 --> 00:19:05,664
bookmark your document

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00:19:06,000 --> 00:19:08,912
and set the PDF/UA identifier.

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00:19:09,875 --> 00:19:12,429
In between you
save your document

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00:19:12,615 --> 00:19:14,601
again and again
under a new title,

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00:19:14,839 --> 00:19:18,000
so that in the worst case you
don't have to start all over again.

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00:19:20,159 --> 00:19:23,281
If you do run into
technical difficulties,

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00:19:23,319 --> 00:19:24,905
please feel free to contact the

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00:19:24,906 --> 00:19:29,236
Center for Information 
Technology and Media Management