How to Structure Reference and Note Tags in Adobe Acrobat Pro DC

Today’s post explains how to structure reference and note tags correctly in Adobe Acrobat Pro DC to ensure accessibility compliance. By following these steps, you’ll organize PDF documents properly, meeting accessibility standards and making the content easier for screen readers and assistive technologies to interpret.

Video Guide

The Importance of Tag Structure in PDF Accessibility

Properly tagged documents are crucial for PDF accessibility, ensuring all users, including those with disabilities, can access and navigate the content. Incorrectly tagging reference and note tags can confuse screen readers, leading to a poor user experience. When you nest these tags under parent tags, you create a logical order that makes references and notes easier to follow.

Understanding Reference and Note Tags

In Adobe Acrobat Pro DC, references and notes provide additional information or citations to accompany the main text. Proper tagging ensures that assistive technologies can read and navigate these elements accurately.

The Role of Parent and Child Tags

Parent tags, like the <p> tag, act as containers for other tags, known as child tags. You should always nest reference and note tags as child elements within a parent <p> tag to maintain proper structure.

Properly Nesting Reference and Note Tags

Step 1: Identify the Tags

1. Open your document in Adobe Acrobat Pro DC.
2. Access the Tags Panel by selecting “View” > “Show/Hide” > “Navigation Panes” > “Tags.”
3. Locate the reference and note tags within the tag tree.

Step 2: Nest Under a Parent <p> Tag

• Ensure you nest each reference and note tag as a child tag under a parent <p> tag.
• If you find any nested incorrectly, drag it under the appropriate <p> tag within the Tags Panel.

Important: Never let reference and note tags exist independently in the main tag structure. Always nest them within a <p> tag to keep them properly structured.

Assigning Unique IDs to Note Tags

Step 1: Open the Properties

1. Right-click on the note tag within the Tags Panel.
2. Select “Properties” from the context menu.

Step 2: Assign a Unique ID

• In the properties window, locate the “ID” field.
• Assign a unique ID number to the note tag. Start with “1” for the first note and continue sequentially (e.g., “2” for the second note, “3” for the third, etc.).

Tip: Assigning unique IDs to note tags ensures assistive technologies can identify each note individually.

Avoiding Extra <p> Tags Inside Note Tags

When tagging notes, avoid adding extra <p> tags within the note tag itself. Including unnecessary parent elements within a note tag can lead to accessibility issues and cause the document to fail accessibility checks.

Verify Note Tag Content

• Open the note tag in the Tags Panel and inspect its contents.
• Remove any unnecessary <p> tags or parent elements to maintain a clean and compliant structure.

Verifying the Tag Structure

After setting up your tags, verify the structure to ensure everything is properly nested and identified:

1. Open the Tags Panel to inspect the overall tag tree.
2. Check that you nested all reference and note tags under parent <p> tags.
3. Confirm that each note tag has a unique ID and contains no extra <p> tags.

Benefits of Proper Tagging

By correctly structuring reference and note tags, you:

• Improve Accessibility: Assistive technologies can accurately navigate and read references and notes.
• Ensure Compliance with Standards: Following these guidelines keeps your document compliant with accessibility standards like PDF/UA and WCAG.
• Enhance User Experience: Users who rely on screen readers will have an easier time navigating your document.

Download the Free Section 508 Checklist for PDF Accessibility:

By properly structuring reference and note tags in Adobe Acrobat Pro DC, you ensure accessible PDF documents. Nest these tags under a parent <p> tag, assign unique IDs to note tags, and avoid placing extra <p> tags within note tags. These practices will make your documents compliant and user-friendly for all readers.

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!