1 Reply Latest reply on Mar 21, 2012 12:37 PM by khorn73

    Create Section 508 Accessible PDFs with Correct Reading Order

    BCM-MSY Level 1

      InDesign

      INITIAL SETUP

      STRUCTURE

      1. Go to VIEW.
      2. Select STRUCTURE.
      3. Select SHOW STRUCTURE. The STRUCTURE PANE will appear on the left side of the document.

       

      1. Go to VIEW.
      2. Select STRUCTURE.
      3. Select SHOW TAGGED FRAME. The TAGS PANE will appear (movable).

       

      CREATE TAGS (Each item on a page needs a content Element tag; each section in a document needs a structural Container tag.)

      1. Go to WINDOW.
      2. Select UTILITIES.
      3. Select TAGS.
      4. From TAGS PANE, select CREATE NEW TAG from pull-down menu.
      5. Create new content Element tags using these words: Image, Table, Cell, Story, Artifact
      6. Create new structural Container tags using whatever name will help you keep track of individual pages or sections: Cover, Chapter, Contents, individual page numbers, Student_page, etc.. If you want to make a tag for each page, you cannot leave spaces in the tag name. You can use “Page_01”, etc.


       

      TAG THE DOCUMENT ONE PAGE AT A TIME.

      CREATE A STRUCTURE TAG IN THE STRUCTURE PANE. (Repeat after completing one section.)

      1. Go to STRUCTURE PANEL (on left) and highlight/select ROOT.
      2. From pull-down menu (far right side of structure pane), select NEW ELEMENT and select the structure tag you want to use for this page (Chapter, Section, Page_1, etc). Notice that a box appears in the STRUCTURE PANE. That box is the structural “holder” for the tagged content items.

       

      UNLINK TEXT BOXES. 

      1. Go to WINDOW.
      2. Select UTILITIES.
      3. Select SCRIPTS. The SCRIPTS PANE should appear.
      4. Select the linked text box.
      5. From the SCRIPTS PANE, find and select: SplitStory.jsx
      6. The linked text boxes will unlink. Check to see if copy flows correctly for the page, indent at the top of the next page as needed.

       

      TAG CONTENT ELEMENTS

      1. Select (highlight) the item (text box or image box) that is to appear last on the page.
      2. From the TAGS PANE, select the appropriate TAG. Notice that a matching underlined TAG appears in the STRUCTURE PANE.
      3. Select the item again.
      4. Go to OBJECT.
      5. Select ARRANGE.
      6. Select SEND TO THE BACK.

       

      ADD ALTERNATE TEXT FOR IMAGES

      1. Select (highlight) the image for alternative text.
      2. Go to the STRUCTURE PANE (left) and find the underlined item (should be titled “Image”.
      3. Click on the underlined item in the STRUCTURE PANE so that the name is highlighted.
      4. Select/click on the BLACK BULLET at the top of the STRUCTURE PANE.
      5. In the NAME box, type in: Alt (Cap “A”, lower case “l”, lower case “t”)
      6. In the VALUE box, type in the alternate text.
      7. Click OK.

       

      AFTER EACH ITEM ON THE PAGE HAS BEEN TAGGED (Repeat for each page.)

      1. Go to the STRUCTURE PANE. Select/highlight all of the tags for the page and drag them into the Container box for that page/section.

       

       

      AFTER ALL PAGES/SECTIONS HAVE BEEN TAGGED

      1. Select ROOT in the STRUCTURE PANE.
      2. From the STRUCTURE PANE, select the pull-down menu (far right, top of pane).
      3. Select ADD UNTAGGED ITEMS. An ARTIFACT box will appear in the STRUCTURE PANE.
      4. If the ARTIFACT box has items in it (little arrow appears to the left of the element name), open the box and select/highlight an item.
      5. From the STRUCTURE PANE pull-down menu, select GO TO TAG.
      6. Look at the page in the document where the TAG shows up. Find the corresponding tag in the STRUCTURE PANE. Move the Content TAG from the Artifact box to its correct Container box in the STRUCTURE PANE.
      7. Repeat until the ARTIFACT box at the end of the document is empty.

       

      ADD HYPERLINKS

      1. Go to WINDOW.
      2. Select INTERACTIVE.
      3. Select HYPERLINKS.
      4. In the HYPERLINKS PANEL, select CONVERT URLS TO HYPERLINKS.

       

      SAVE THE DOCUMENT (Actually, I save the document frequently, and in the case of larger documents, use Save As to create a backup periodically.)

       

      EXPORT THE FILE AS A PDF

      1. Go to FILE.
      2. Go to ADOBE PDF PRESETS.
      3. Select SMALLEST SIZE (for Web) or HIGH QUALITY PRINT (for printing).
      4. Click SAVE in the popup pane. (You can rename the file here, if you wish.)
      5. Make sure the following boxes are checked:
      6. Embed Page Thumbnails
      7. Optimize for Fast Web View
      8. Create Tagged PDF (very important)
      9. Bookmarks
      10. Hyperlinks.
      11. Click EXPORT.

       

       

      Adobe Acrobat

      INITIAL SETUP

      1. Locate and open the new PDF file in Acrobat.
      2. Locate and click on the first page in the PAGE THUMBNAILS PANE (left side of page).
      3. Select all of the pages.
      4. Locate the small pull-down menu at the top of the PAGE THUMBNAILS PANE.
      5. Select PAGE PROPERTIES (bottom of pull-down menu).
      6. Click in the button for USE PAGE PROPERTIES and click OK.
      7. Go to FILE.
      8. Select PROPERTIES.
      9. Click on the ADVANCED tab in the popup pane.
      10. Select ENGLISH as the language and click OK.
      11. Save.

       

      RUN ACCESSIBILITY CHECK.

      1. Click on TOOLS.
      2. Click on ACCESSIBILITY.
      3. Click on FULL CHECK.

       

      IF THE PDF PASSES THE ACCESSIBILITY TEST, CLICK ON SAVE.

       

      FINE TUNING PDF

      1. Select FILE.
      2. Select PROPERTIES.
      3. INITIAL VIEW: If you want the title of the book to appear at the top of the page instead of the Filename, Find the INITIAL VIEW tab and change Show: File Name to Document Title.
      4. DESCRIPTION: Add document title, Author, etc., here. Click on ADDITIONAL META DATA to add copyright information.
      5. SECURITY: If you want to password protect the file to prevent end users from changing the file, click on SECURITY and select PASSWORD SECURITY. You can remove security at any time.
      6. Select Acrobat 6.0 and later.
      7. Click on the second button to Encrypt all document contents except metadata (will let users find the document on web searches).
      8. Click the Restrict editing box. There are options to select.
      9. After everything in this popup pane is the way you want it to be, click OK.
      10. IMPORTANT: Select FILE and SAVE AS to save the secured document with a different name. It is better to have one secured PDF and one unsecured PDF. You may need an unsecured PDF in the future, for example, when emailing versions back and forth to each other.

       

       

      IF THE PDF DOES NOT PASS THE ACCESSIBILITY TEST, GO BACK TO THE IN DESIGN FILE AND CORRECT IT THERE.

       

       

      TIP

      If you tag an item in InDesign as an artifact, and the item has a URL in it, you will get an Accessibility Error that you have an inaccessible link.

       

      You can create Bookmarks easily using either InDesign or Acrobat. Adding or deleting Bookmarks will not change the structure or tags.

        • 1. Re: Create Section 508 Accessible PDFs with Correct Reading Order
          khorn73

          I've followed these steps, but when I get into the PDF, although the reading order is correct in the Order panel, the tags are backwards and the PDF reads backwards (from the last thing on the page to the first). Also, every now and then a word that is in all caps is spelled out, not read as a word. I thought maybe this had to do with how the word was typed in Indesign, but I've tried different variations (using the shift key to make all caps and using the force all caps option in the character pallet) and nothing seems to fix it. If you have any suggestions that would be great.

           

          Also I should note, I'm just using Indesign CS5 7.0.4 and Professional Acrobat 9 9.4.6 to read the files.