How to Set the Reading Order of a PDF Using Foxit PDF Editor

Today’s post shows how to set the PDF reading order in Foxit PDF Editor. By effectively managing the Tags panel, Content panel, and Order panel, you can create accessible and user-friendly PDFs.

Video Guide

Understanding the Reading Order in PDFs

Reading order dictates how content is presented to users, particularly those using assistive technologies. In Foxit PDF Editor, three main panels control the reading order:

1. Tags Panel: The most important panel for accessibility, as it controls the reading order for about 95% of assistive technology.
2. Content Panel: Manages the visual order of elements on the page.
3. Order Panel: Also known as the Z Order panel, it controls the sequence of objects but is less commonly used by assistive technology.

Focus on the Tags Panel

The Tags panel should be your primary focus when setting the reading order. It directly influences how most assistive technologies read content. Although the Content and Order panels play a role, the Tags panel has the most significant impact.

Step-by-Step Guide to Setting the Reading Order in Foxit

1. Opening the Tags Panel

Start by opening the Tags panel in Foxit PDF Editor. The Tags panel shows the document’s structure, including headers, lists, paragraphs, and other elements. Here’s how to do it:

• Navigate to the Tags Panel: Find the Tags panel in the navigation pane of your PDF.
• Identify Misordered Elements: Look for elements that are out of sequence, such as a list item appearing before a header.

2. Adjusting Tags for Correct Reading Order

Rearrange elements in the Tags panel to ensure they follow the correct reading order:

• Reorder Elements: Drag the elements into the correct order. For example, if a list item appears before a header (e.g., H2 tag), drag the header above the list item.
• Remove Unnecessary Tags: Delete blank or irrelevant tags to streamline the document structure.

3. Aligning the Content Panel

After adjusting the Tags panel, make sure the visual order in the Content panel matches the correct reading order:

• Open the Content Panel: Go to the Content panel in the navigation pane.
• Rearrange Elements: Drag and adjust elements to align with the order set in the Tags panel. Be careful not to accidentally hide or remove content.

4. Confirming Order in the Z Order Panel

Next, use the Z Order panel to ensure the objects are in the correct sequence:

• Open the Z Order Panel: Check the order of objects, like text boxes and images, to ensure they match the Tags and Content panels.
• Validate the Sequence: Make sure the sequence reflects the intended reading order, with all objects in the right order.

5. Using the Touch Up Reading Order Tool

Foxit PDF Editor includes a Touch Up Reading Order tool that allows you to visualize and adjust the reading order:

• Access the Tool: Go to the Accessibility tab and select “Touch Up Reading Order.”
• Review Options: Change elements from page content order to structure type and display similar elements in a single box.
• Caution: While this tool helps with a quick overview, rely on manual adjustments in the Tags panel for accuracy.

6. Applying the Area Reading Order Tool

Use the “Area Reading Order” tool in Foxit PDF Editor to correct reading order within specific sections:

• Set Area Reading Order: Highlight text on the page, then select “Change Area Order” from the Accessibility options.
• Apply Changes: Confirm the new order and apply it to the selected area.
• Check the Tags Panel: After applying changes, revisit the Tags panel to ensure all content is correctly ordered.

Validation and Final Checks

After setting the reading order, validate the document’s accessibility:

• Recheck Panels: Ensure consistency across the Tags, Content, and Z Order panels.
• Run Accessibility Checks: Use Foxit PDF Editor’s built-in tools to identify and fix any remaining accessibility issues.

Setting the reading order correctly in a PDF is essential for making the content accessible, particularly for users relying on assistive technologies. By focusing on the Tags panel and aligning it with the Content and Order panels, you can ensure a well-structured and accessible PDF. Foxit PDF Editor offers powerful tools to help you manage and validate the reading order, making it easier to create accessible PDFs for any purpose.

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!