How to set the reading order of a PDF in Adobe Acrobat Pro DC

Setting the reading order can be tricky in a PDF. There are several items to consider including the content panel, the z order panel, and tags panel.

Video Overview of how to set the reading order of a PDF

Match the content panel with the reading order panel

If you’re just starting, it’s best to start adjusting the content panel first. Then, you’ll move on to the read order panel and finish with the tags panel. Most assistive technology will follow the tags panel.

  1. Open up the content view on the far left side (Important: Do not remove anything from the content panel. This could remove it from the document’s structure and cause issues with the document itself.).
  2. Use the down arrow to follow the structure of the content to ensure everything is in the correct reading order.
  3. If there’s anything out of place, move it to the correct spot in the content panel.
  4. Once you’ve finished reordering things in the content panel, check the read order panel to see if the content was updated correctly.
  5. Then, check the tags panel to see if the copy was updated.

Match the reading order panel with the tags panel

Once you’ve ensured everything is in the correct order in the content panel, you’ll want to adjust the reading order panel (z order panel). There are a couple of helpful tools in the reading order panel. Once you’ve selected the reading order panel, here’s how you’ll parse through it:

  1. Select the accessibility button.
  2. From there, select the reading order button.
  3. Choose “Show page content groups” followed by the “Page content order” button in the Reading Order popup. By doing this, you’ll see display boxes of content with numbers on the page for easy viewing of the reading order.

Final Step

Walk the tags panel to ensure everything is in the correct order.

If your document is missing tags – check out the other posts on this page.

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The Make Accessible Action Wizard

The make accessible action wizard is a tool that can help get a tag structure into a PDF so that you can begin making it accessible. This workflow can be implemented with almost any document. Important note: this process may overwrite any other work you have done in any other programs.

Add the Action Wizard from the tools menu

The first step is to ensure you have the proper tool setup in Adobe acrobat pro.

  1. Select the tools menu
  2. Find the Action Wizard tool under customize
  3. Select Add
Select the tools menu 

Find the Action Wizard tool under customize

Select Add

Run the Action Wizard Video Overview

The following videos can be used to review the action wizard: Action Wizard Playlist on YouTube

Text Overview of how to Run the Action Wizard

1. Select Action Wizard from the Tools Menu

2. Then select Make Accessible

Select Action Wizard from the Tools Menu

Then select Make Accessible

3. Select Start

Select Start

4. Run through all of the pop up windows

Each one of the pop ups provides a significant piece to the accessibility process.

  • Set the meta data
  • Recognize Text
  • Form fields
  • Set Reading Language
  • Apply alternate text to images
  • Accessibility checker

5. Review the tags panel and continue making accessible

This process is meant to get a tag structure into the document. It does NOT mean your document is now accessible.

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What are PDF tags?

Tags are the basis for accessibility within a PDF. Without proper tags there is no accessibility. Tag elements provide semantic information for screen readers, control the reading order, and other important functions. An important first step is to determine if your PDF has tags. Review this post to find out if your document has tags.

Why do PDF tags matter?

Assistive technology will read tags and use them as a method for navigating larger documents. A tagged PDF is essential for those with visual disabilities and anyone who is using assistive technology like JAWS or NVDA.

PDF tags make it possible to identify content like headings, lists, links, tables, forms, and other important features. Not all programs can export a tagged PDF – so make sure you are using the right tools!

Sample screenshot of tags panel

Sample screenshot of the tags panel

Video overview of PDF Tags

Tag Relationships

Tags come in a pair and can sometimes be referred to as a Parent-Child relationships. In the example below the Figure tag is the parent tag and image container is the Child tag.

Every parent tag will have a child tag. This is useful for moving tags around in the tags panel.

The PDF Tags breakdown

If a tag is not properly categorized it will fail accessibility checks and be confusing to its users. Adding tags does not change the visual appearance of the document; it provides invisible layer of formatting within the document that works with screen readers. PDF tags also allows the content to reflow seamlessly on devices with smaller screens, like smartphones and tablets. Here is a brief explanation of what each tag represents:

<P>

The P tag is the most basic and universal tag. This tag is used as body text.

<H1> <H2> <H3> <H4> <H5> <H6>

These are heading tags. Most documents will have a single H1 tag, but larger documents could contain more. Modern assistive technology can recognize up to six heaving levels. Always use headings in order. Think of them like an outline.

  1. The Parent Tag <H1>
  2. The child tag (container)
  3. The content the tag is referencing (content on page)
The Parent Tag <H1>
The child tag (container)
The content the tag is referencing (content on page)

pdf tags

<L> <LI> <Lbl> <LBody>

List elements contain a specific structure. These tags represent the structure of accessible lists. Some accessibility guidelines require the use of Lbl and other guidelines do not.

  1. List Parent Tag <L>
  2. List Item Child Tag <LI>
  3. Label <Lbl>
  4. List Body child Tag <LBody>
  5. Contents of First list item
  6. List item content on page
List Parent Tag <L>
List Item Child Tag <LI>
Label <Lbl>
List Body child Tag <LBody>
Contents of First list item
List item content on page


pdf tags

<Figure>

The figure tag represents any and all images. At this time the figure tag is used for all graphics within a PDF.

  1. <Figure> is a parent tag
  2. The Image is a child tag (container)
  3. The image as content on page
<Figure> is a parent tag

The Image is a child tag (container)

The image as content on page

<Table> <TR> <TH> <TD>

Reading plain text is an easy task for assistive technologies. A table of data presents a complex more task. Proper PDF tag structure makes this possible by identifying essential information including the number of rows and columns as well as column (or row) headers, and which heading each data entry corresponds to. The more complex a table is, the more significant the challenge to tag it correctly.

  1. Table Parent Tag <Table>
  2. Table Row Child tag <TR>
  3. Table Header Cell <TH>
  4. Table Data Cell <TD>
  5. Table on Page
Table Parent Tag <Table>
Table Row Child tag <TR>
Table Header Cell <TH>
Table Data Cell <TD>
Table on Page

<Link>, Link – OBJR

Every link tag needs a Link-OBJR tag.

  1. Parent tag <P>
  2. Link Tag <Link>
  3. Link Reference Object
  4. The link Text on screen
  5. Content on page
Parent tag <P>
Link Tag <Link>
Link Reference Object 
The link Text on screen
Content on page

<Reference> & <Note>

Reference and Note tags are up for interpretation but are commonly used within PDFs to “visually” break content apart.

Reading Order

An accessible PDF provides the instructions to the assistive technologies such as screen readers to read the content properly and in the correct order. The tag order within the tag tree will determine the reading order of the document. For documents without this logical structure, the best case would be that assistive technologies would guess at the correct order that the content should be presented in. In worst cases, the content would be completely unable to be read. The outcome is that the content becomes useless to the user.

How do I apply tags to a document?

There are multiple methods to apply tags to a document. The most common methods are:

Advanced Tag Breakdown

The following is a detailed breakdown of available tag structure within a pdf. It has been adapted from https://accessible-pdf.info/basics/general/overview-of-the-pdf-tags

Grouping elements

PDF tagSemantic meaningPossible and semantically meaningful parent elementsPossible and semantically meaningful child elements
DocumentRepresents a complete documentGrouping elements, Block-level structure elements
PartDivision of a larger document into smaller, associated partsDocumentArtSectDivBlockQuoteCaptionTOCIndex
ArtParts of content which together are conclusive, i.e. an article or part of a documentDocumentPartSectDivBlockQuoteSectDivBlockQuoteCaptionTOCIndex
SectGrouped related content parts, for example several paragraphs, which can be combined into a groupDocumentPartArtSectDivBlockQuoteArtSectDivBlockQuoteCaptionTOCIndex
DivGeneric group element without semantic meaningDocumentPartArtSectDivBlockQuoteArtSectDivBlockQuoteCaptionTOCIndex
BlockQuoteOne or more paragraphs that originate from another author, in other words, that have been quotedDocumentPartArtSectDivArtSectDivCaption
CaptionA caption to describe for example a picture or a tableDocumentPartArtSectDivBlockQuoteTableLSectDivBlockQuote
TOCContainer for table of contents entries. Can be used either as a flat hierarchy (all contained TOCI on one level) or as a complex hierarchy (TOC within a TOCI as a subgroup). Can be contained multiple times in a document, since it can also be used for image or table directories.DocumentPartArtSectDivTOCI
TOCIEntry within a table of contents (TOC).TOCTOCPLblReference
IndexContainer for a subject indexDocumentPartArtSectDivL

Block-level structure elements

Paragraph elements

PDF tagSemantic meaningPossible and semantically meaningful parent elementsPossible and semantically meaningful child elements
POrdinary paragraphDocumentPartArtSectDivBlockQuoteCaptionTOCIInline-level structure elements
H1H2H3H4H5H6Hierarchical headings on levels 1 to 6DocumentPartArtSectDivBlockQuoteInline-level structure elements

List elements

PDF tagSemantic meaningPossible and semantically meaningful parent elementsPossible and semantically meaningful child elements
LList container; groups together all list elements that belong togetherDocumentPartArtSectDivBlockQuoteIndexLICaption
LIContainer of a list entry; can contain an L to create multi-level listsLLblLBodyL
LblComes from the term “label” and represents the numbering or bullet character within a list. It’s not actually a block-level structure element and can also be used in other elements such as TOCI or Caption.LI
LBodyContains the contents of a list entryLIInline-level structure elements

Table elements

PDF tagSemantic meaningPossible and semantically meaningful parent elementsPossible and semantically meaningful child elements
TableTable container; combines all related table elementsDocumentPartArtSectDivBlockQuoteTRCaptionTHeadTBodyTFoot
TRGroups a table rowTableTHeadTBodyTFootTHTD
THTable heading cell; describes the meaning either at horizontal (line) or vertical (column) levelTRInline-level structure elements
TDOrdinary table data cellsTRInline-level structure elements
THeadA group of table rows (TR) to mark them as table header; can be used optionallyTableTR
TBodyA group of table rows (TR) to mark them as table content; can be used optionallyTableTR
TFootA group of table rows (TR) to mark them as table footer; can be used optionallyTableTR

Inline-level structure elements

PDF tagSemantic meaningPossible and semantically meaningful parent elementsPossible and semantically meaningful child elements
SpanGeneric container without semantic meaning; is used, among other things, for visual markups, language changes or for adding ActualText (e.g. for ignoring hyphens)PH1H6LBodyTDQuoteNote
QuoteUsed like BlockQuote for quoted content; however, Quote is used at line levelPH1H6LBodyTDSpan
NoteFootnote or endnote text (not the reference character in the body text). The footer/end-note character within Note and Reference will be placed in a Lbl.PH1H6LBodyTDLblPSpan
ReferenceRefers to another place in the document, e.g. footnote or directory entryPH1H6LBodyTDLbl
CodeMarking of programming languagePH1H6LBodyTD
LinkLink to a web page or to a place within the documentPH1H6LBodyTD
AnnotAnnotations that are not a link or a widget (form field), like comments and videos.PH1H6LBodyTD

Illustration graphic elements

PDF tagSemantic meaningPossible and semantically meaningful parent elementsPossible and semantically meaningful child elements
FigurePhoto or graphicDocumentPartArtSectDivBlockQuotePLBodyTD
FormulaMathematical formulaDocumentPartArtSectDivBlockQuotePH1H6LBodyTD
FormForm elementDocumentPartArtSectDivPTD

How to add tags to a PDF

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How to use the accessibility checker in Microsoft Word

The accessibility checker is a great tool to use AFTER you have already implemented accessibility principles into your MS Word document. For a refresh on that – review the Microsoft Word Accessibility page.

The accessibility checker in Microsoft Word is a great tool for identifying color contrast errors, finding images that do not have alternate text, and applying table headers.

Do not rely on the accessibility checker for compliance. Use it as a tool to verify your work.

The Accessibility Guy

Video overview of how to use the accessibility checker in Microsoft Word

Text Directions of using the accessibility checker in Microsoft Word

  1. Select the Review tab
  2. Select Check accessibility
  3. Review the errors and fix
Select Review

Select Check accessibility

Review the errors and fix

Common pitfalls of the accessibility checker in Microsoft Word

The accessibility checker cannot determine the following elements on its own:

  • Document that has headings applied
  • Unformatted links
  • Use of footnotes
  • Improper use of alternate text

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Scan and OCR a PDF in Adobe Acrobat Pro DC

Do you ever have an image in your PDF that you need to OCR and make text? Adobe Acrobat has a feature called Scan and OCR which can do just that. This is useful for when you have a scanned image or poor-quality PDF.

Best practice

Try to avoid using images of text as this is a direct violation of accessibility guidelines. This is why the Scan and OCR feature is useful.

Video Overview of how to use the Scan and OCR feature in Adobe Acrobat

Text Overview of how to use the Scan and OCR feature

  1. Select the scan and ocr tool
  2. Select recognize text in this file
  3. Select recognize text
Select the scan and ocr tool

Select recognize text in this file

Select recognize text

How do I test to make sure that it worked?

The best method to ensure that your Scan and OCR worked is to try and copy and paste the text into another program. This will tell you that the OCR took place and will allow you to check for accuracy.

Are there any better OCR programs?

Adobe Acrobats OCR tool is not the best when it comes to accuracy. If you are using OCR for textbooks or high quantities of documents, id refer you to check out Abbyy FineReader. Lucky for you – I have a bunch of videos about this program too.

Need additional help on accessible PDFs? Review the links below

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How do I make hyperlinks accessible in Microsoft Word

So, you want to make your hyperlinks accessible? There are a few rules about hyperlinks for text. These exist because of how they interact with assistive technology. You can also apply hyperlinks to images and other elements.

Things to avoid

How does a screen reader interact with a link?

It depends on the software but JAWS will pull up a list of links that a user can select from. The list is generated by the on screen text that is the link. It is important that your links are clear and concise and tell the user where they are going before they are interacted with.

Video walkthrough of how to make hyperlinks accessible in Microsoft Word

Text overview of how to make hyperlinks accessible in Microsoft Word

  1. Select the text you want to make a link
  2. Right click and select Link
  3. Enter in an address
  4. Select Ok
Select the text you want to make a link

Right click and select Link

Enter in an address 

Select Ok
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Alternate text in Microsoft Word

Alternative text descriptions of images (Alt text) helps users understand the picture’s significance (or lack of.)

This content is typically only accessed with assistive technology. In some cases, if you hover your mouse over an image, it will provide the alternate text as a pop up.

Provide descriptions around the image in the source document for optimal results but remember that not everyone might be able to access the alternate text.

Video overview of how to apply alternate text to images in Microsoft Word

Image context

The context is everything for images in your document. If the image adds important information to the learning experience, it should be described. If an image does not add any value, you may consider marking it as decorative. Lets review some samples:

Sample 1 image

This image was found on the website which is trying to attract visitors. It needs detailed alternate text.

A forest with giant sequoias, the largest trees in the world, is a feast for the senses. The giant sequoias’ red/orange bark is distinct among the grey and brown bark of other trees. And if you stand beneath one of these giants, you can gaze all the way up its tall trunk and through its high branches to see sky above. The treetop is often hidden above the highest branches. If you are quiet and listen, you may hear a breeze rustling the foliage of smaller trees – the sugar pines, white and red firs, or incense-cedar. Or perhaps you’ll hear a woodpecker calling and tapping against a tree, seeking insects. If you have time to take a walk, you may see a giant sequoia along the trail – try to press your fingers against its spongy, thick bark.

Sample 1 image description

A forest with giant sequoias, the largest trees in the world, is a feast for the senses. The giant sequoias’ red/orange bark is distinct among the grey and brown bark of other trees. And if you stand beneath one of these giants, you can gaze all the way up its tall trunk and through its high branches to see sky above. The treetop is often hidden above the highest branches. If you are quiet and listen, you may hear a breeze rustling the foliage of smaller trees – the sugar pines, white and red firs, or incense-cedar. Or perhaps you’ll hear a woodpecker calling and tapping against a tree, seeking insects. If you have time to take a walk, you may see a giant sequoia along the trail – try to press your fingers against its spongy, thick bark.

Sample 2 Icon

This image is an icon and in my opinion does not offer any additional value to the content provided, so I would mark it as decorative.

""

Giant sequoias grow at middle elevations along the west slope of the Sierra Nevada. While not the world’s oldest trees, they are known to reach ages of up to 3,400 years. Tree ring studies of giant sequoias provide a long record of climate and fire history, helping park managers and scientists better understand relationships of climate, fire, and the giant sequoia life cycle.

Sample 3 Pie Chart

This pie chart provides important information to the user. Because it is an image containing text, we need to provide all of the data in the description of the image.

Non-Wilderness. 340 Units. 14+ million Acres

Eligible. 21 Units. 17+ mill Acres

Proposed. 14 Units. 3+ million acres

Recommended. 17 Units. 5+ million acres

Designated. 50 Units. 44+ million acres

Sample 3 Alternate text

The National Park Service Wilderness by category is as follows:

  • Non-Wilderness. 340 Units. 14+ million Acres
  • Eligible. 21 Units. 17+ mill Acres
  • Proposed. 14 Units. 3+ million acres
  • Recommended. 17 Units. 5+ million acres
  • Designated. 50 Units. 44+ million acres

Additional things to consider when writing alternate text

  • Context is everything
  • Decorative images should be marked as decorative
  • Pie charts and other graphs will need all data described
  • Focus on the emphasis of the image
  • Avoid using “image of” in description
  • Be sure to check that the image does not just have the file name in the alternate text area. For example: jordison.png might be the default value in the alt text area for an image – be sure to spot check all images to ensure that the file name did not get inserted.
  • Keep alternate text less than 100 characters. If there is more text needed – be sure to include it next to the image on the page.

Text overview of how to apply alternate text in Microsoft Word

  1. Right click the image
  2. Select Edit Alt text
  3. Enter a description or mark as decorative
Right click the image

Select Edit Alt text

Enter a description or mark as decorative

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How do I make tables accessible in Microsoft Word?

It’s easy to make tables accessible in Microsoft Word! This means that every table should have a table header set, a style applied, and appropriate settings set.

Video Overview of how to make tables accessible in Microsoft Word

Tips on working with Tables

  • Avoid using merged cells when possible. There is no way to apply scope to table headers in Microsoft Word like you can in PDF. So if your doc is staying in Word – avoid merged cells
  • Do not use tables to format content. There are more accessible methods for formatting content like using headings or applying columns to text.
  • Tables should be used to display important data
  • Add a caption to the table

Table Accessibility Checklist:

  • Ensure the table has a header row and in some cases a column header
  • Set “repeat row across pages” for tables that span more than one page
  • Apply a table style
  • Table does not have any merged cells

How to set the row / column header

These settings might change depending on the type of data you are working with. Some tables will have first column or total row while others will not.

  1. Select the table
  2. Select table Design
  3. Set the appropriate Header Row / First Column selections
Select the table

Select table Design

Set the appropriate Header Row / First Column selections

How to set a Table Style

A table style simply changes the visual layout of the table. It will sometimes make the heading cells bold and a little easier to identify.

  1. Select the table
  2. Select table design
  3. Choose a table style
How to set a Table Style

Select the table

Select table design

Choose a table style

How to set other table properties

The additional table properties will update based on how much data is in the table. Tables that span multiple pages may require testing of different settings to ensure proper accessibility.

  1. Select the first row in the table
  2. Right click and open the properties menu
  3. Select Row
  4. Select “repeat as header row” on the first row
Select the first row in the table

Right click and open the properties menu

Select Row

Select "repeat as header row" on the first row

How to add a table caption

A table caption helps the user quickly identify the purpose of this table and can be used to create a table of contents in Microsoft Word.

  1. Right click the table
  2. Select insert caption
  3. Add a name to the caption
  4. Select Ok
Right click the table

Select insert caption

Add a name to the caption

Select Ok
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List items in Microsoft Word?

There are lots of ways to format list items in Microsoft Word incorrectly – this post will cover the right ways to do it!

The type of list that you choose is important! A bulleted list or unordered list is used for items that have no particular order. These could be things like items to get at a grocery store, for example:

  • Milk
  • Bread
  • Eggs

Whereas, numbered list items should be used when the order is important. For example:

  1. Get into your car
  2. Turn it on
  3. Drive to the store

If a list is not structured appropriately then there is a high chance that anyone using a screen reader will have difficulty engaging with the content.

Video overview of how to apply list items in Microsoft Word

This video will walk users through how to apply list items, edit list items, and change the way list items look.

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Text overview for how to apply a list item in Microsoft Word

  1. Select the text that you want to make into a list.
  2. On the Home tab, in the Paragraph group, select the Number or Bullets list icon.
Select the text that you want to make into a list.

On the Home tab, in the Paragraph group, select the Number or Bullets list icon

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How do I apply headings to my Microsoft Word doc?

Headings help with general navigation and are a key component in creating accessible documents. Those who use screen readers commonly search and navigate a document based on its heading structure.

Headings that are created by simply enlarging words and making them a different color do not actually make them structurally a heading. So make sure you are using styles that are built into Microsoft word.

There are of course some quick rules for using headings:

  • Use at least one H1 – used as the title (The title style is not recognized by a screen reader!)
  • All H2’s should be subtopics to the main H1
  • Headings should not skip order. There should not be an H4 without an H3 first
  • Think of headings like using and building an outline.

Dont love the way the default headings look? You change em’

Video Overview of how to apply headings to a Microsoft word document

Need more Video walkthroughs? Check out The Accessibility Guy YouTube channel

Headings Navigation

When I start to apply headings to a document I always like to start by opening the navigation pane and then selecting the headings tab. On windows, this can be opened by pressing CNTRL + F on the keyboard.

Open up the navigation pane

The image above is a great example of how to use headings to build an outline for all of your content.

Text Overview on how to apply headings to a Microsoft word document

  1. Select some text
  2. Choose a style from the quick styles menu from the home tab
Select some text

Choose a style from the quick styles menu from the home tab

Go through the rest of the document and apply the styles throughout!

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