What do I need to do?
The Adobe company created the "Acrobat" software program, which is used to create PDF (Portable Data Format) files. The relationship between Adobe, Acrobat and PDF files is analogous to Microsoft (company), Word (software) and .doc (file).
PDF files enable authors to share information even if the original documents were created using different software programs. People can share documents on the internet and through email, while maintaining a document’s original fonts, formatting, graphics, etc.
To create an accessible PDF, you need to have the Adobe 5.0 software and Accessibility plug-in or Adobe Professional 6.0 or higher installed, and have an accessible source document. Scanned images of text are not accessible, unless the document is first put through an OCR (Optical Character Recognition) scan. This converts an image file to real text.
How do I do this?
If you’re using a scanned image, you’ll need to convert it to text.
Create an accessible document as outlined in the other sections of this website. If you have an accessible source document, it will be converted to a tagged (accessible) PDF file. However, if your source document is not accessible, then you won't have an accessible PDF file, even if your settings are correct.
The exact details of creating a PDF vary depending upon your software version. There are additional directions available in the "Where can I find more information?" section. These directions are for creating a PDF from a Word 2007 document using Microsoft's free "Save as PDF" add-in. Open your accessible Word document and select "File, "save as," then "PDF." A window will open, but before you click the final "save" button, select the "Adobe PDF Conversion Options" and make sure that the box "Create accessible (tagged) PDF" is checked. You would need a professional version of Acrobat in order to verify the accessibility or edit tags.
Why does this matter?
PDFs have become one of the most popular and extensively used formats. If a PDF isn’t created in an accessible manner, screenreaders will either read the document as a “blank” image, or the document will not include any alt text, headings or other aspects of accessible design. Inaccessible PDFs also pose barriers for people using mobile devices, since an inaccurate reading order will prevent the mobile device from reflowing the PDF correctly.
What is the source for this standard?
- Section 508 standards 1194.22(m):When a web page requires that an applet, plug-in or other application be present on the client system to interpret page content, the page must provide a link to a plug-in or applet that complies with §1194.21(a) through (l).
Where can I find more information?
- Adobe "Word to PDF reference card"
- Web Accessibility for All "PDF Tutorial"
- Adobe "Online Conversion Tools for PDFs"
- Adobe "Advanced Techniques for Accessible PDFs"
- Adobe 5 .0 or higher Accessible Plugin
- Web Aim Accessibility Features of Acrobat Reader 7.0
- UW-Madison College of Engineering "Accessibility Checklist for Adobe files"
