How to Make PDFs Accessible | Episode 19: Pasadena City College

Welcome to Episode 19 of our College PDF Accessibility series. Today, we focus on Pasadena College’s Student Equity Executive Summary PDF. Properly structured content allows assistive technologies like screen readers to navigate documents seamlessly. This guide focuses on key techniques like tagging elements, correcting tables, and addressing common challenges using Adobe Acrobat.

Video Guide

If you are interested in the real-life practice and nuances of document remediation, read Episode 1, Episode 2,  Episode 3, Episode 4, Episode 5, Episode 6, Episode 7, Episode 8, Episode 9, Episode 10, Episode 12, Episode 13, Episode 14, Episode 15, Episode 16, Episode 17  and Episode 18 in our PDF Accessibility Community College Series.

Analyze the Document in Adobe Acrobat

Once the document is open in Adobe Acrobat, use the Tags Panel to review the existing tag structure. Tags are essential for accessibility because they define the document’s structure and inform assistive technologies about the content’s purpose.

• Open the Tags Panel from the tool menu or side panel.
• Confirm whether the document already has tags. If not, the document will need complete tagging.
• Walk the tag tree line by line, using the keyboard to navigate through each element. Verify that headings, paragraphs, tables, lists, and images are tagged correctly.

Understanding the current state of the document provides a roadmap for the steps needed to make it accessible.

Adjust the Tag Structure

Refining the tag structure ensures that content is logically arranged and accessible.

1. Document Tag: Ensure all elements are housed under a single “Document” tag. This creates a clean hierarchy and makes navigation easier.
   • Rename the root tag to “Document” if it is missing or incorrectly labeled.
2. Headings and Paragraphs: Verify that headings use appropriate levels (e.g., H1, H2) and that paragraphs use P tags. Consistent structure helps screen readers interpret the document correctly.
3. Artifacts: Mark blank or irrelevant containers as artifacts to exclude them from assistive technology focus.
   • Right-click on unwanted tags and select “Change to Artifact.”
   • Delete unnecessary containers to simplify the tag tree.

Ensure that every element in the document serves a purpose and contributes to its accessibility.

Fix Tables

Tables often pose the greatest challenge in creating accessible PDFs because of their complexity. Proper tagging ensures that users can understand their structure and content.

1. Identify Rows and Columns: Walk through the table structure to confirm the layout.
2. Tag Table Headers and Data Cells:
   • Right-click header cells and change their properties to “Table Header (TH).”
   • Ensure all data cells are tagged as “Table Data (TD).”
3. Rearrange Content: Fix any misplaced content within the table.
   • Drag elements to their appropriate locations within rows and columns.
4. Merge or Split Tables: If a table is too complex or misaligned, split it into smaller, logically structured tables.
5. Use the Table Editor: Adjust scope settings (e.g., row or column spans) to align with best practices.

Proper table tagging ensures that assistive technologies can interpret relationships between headers and data accurately.

Handle Errors

Errors may arise during the tagging process, especially with complex tables or poorly formatted documents.

• Manually retag problematic elements that Acrobat cannot handle automatically.
• Use the Table Editor to fix specific issues like row misalignment or missing scope attributes.
• If a document repeatedly crashes during editing, consider starting with a cleaner version or revisiting the source file.

Troubleshooting requires patience and creativity, particularly when software limitations prevent seamless editing.

Test the Document

After completing the adjustments, testing ensures that the document is fully accessible.

1. Accessibility Checker: Use Adobe Acrobat’s built-in tool to identify any remaining issues.
   • Navigate to the “Accessibility” tool and run a full check.
   • Address flagged issues, focusing on high-priority errors like missing tags or reading order problems.
2. Simulate Screen Reader Navigation: Use a screen reader or the “Read Aloud” feature in Acrobat to simulate how users will experience the document.
3. Verify Logical Reading Order: Confirm that the reading order follows the document’s logical flow, ensuring content is presented correctly.

Testing ensures that the document meets accessibility standards and provides a seamless experience for users.

Tips for Success

1. Start with well-structured source files, like Word documents, to minimize accessibility issues in the exported PDF.
2. Save your work frequently to avoid losing progress during complex edits.
3. Learn and adhere to accessibility standards like WCAG (Web Content Accessibility Guidelines) to ensure compliance.
4. Familiarize yourself with Adobe Acrobat’s tools, including the Tags Panel, Table Editor, and Accessibility Checker.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!