Types of PDF
There are different types of PDF files that can be generated from Word, PowerPoint, InDesign, etc. PDF files can also be generated as images of text from the scanning of hard copy documents.
By assessing the elements within the PDF, we can determine the approach for verifying and enhancing its accessibility.
There are two important points in creating accessible PDFs:
- Start with an accessible source document.
- When exporting to PDF, do so in a manner that maintains the accessibility features of the original file.
Unfortunately, PDF files which are generated as images of text from the scanning of hard-copy documents are inaccessible. To ensure accessibility, those responsible for the content should employ optical character recognition (OCR) software to transform the text within the image-based PDF.
If you have scanned PDF documents, you can follow the steps for remediating scanned PDF documents.
There are four recommended methods for generating a PDF file:
- Converting an accessible Microsoft Word document to PDF.
- Converting an accessible Microsoft PowerPoint presentation to PDF.
- Converting an accessible Microsoft Excel spreadsheet to PDF.
- Scanning a document with OCR (Optical Character Recognition).
Note: When scanning a document, it is crucial to configure your scanner with OCR to ensure that the text within the document remains accessible and can be read by screen readers.
Workflow for Creating Accessible PDFs
Creating an accessible PDF with Adobe Acrobat Pro can be straightforward and efficient by following these steps:
- Define Document Properties:
- Begin by setting the appropriate document properties.
- Implement Tags:
- Add tags to the PDF for elements like headings, links, lists, tables, and images and graphics with descriptive alternative-text.
- Establish Bookmarks:
- In longer documents, create bookmarks to enhance navigation.
- Review Logical Reading Order:
- Assess the logical reading order within the Order pane to guarantee content makes sense when read aloud by screen readers.
By following these steps, you can efficiently produce accessible PDF documents that cater to a diverse audience.
To minimize the need for remediation, it’s advisable to maximize the accessibility of your document before converting it into a PDF.
Note: If you possess an inaccessible PDF file without access to the original source, you can attempt to enhance its accessibility directly using Acrobat Pro. However, the complexity of this task varies depending on the quality of the source document, and in some cases, additional OCR software might be necessary, especially for low-quality scans.
