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How to Make Complex Tables Accessible in Adobe Acrobat Pro DC

This post will go over how to tag complex tables in Adobe Acrobat Pro DC. There is a dedicated section on this site on how to tag tables, but this is a bit of a deeper dive and provides some extra practice!

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Video Overview

Making Complex Tables Accessible: Setting the Base Structure

To begin, you must create a baseline structure. If the document doesn’t have tags, use the auto tagger. This feature helps identify parts of the table and labels them. In this video, we are using the new API Cloud-based tagging.

Tweaking Table Headers for Better Accessibility

A key challenge with complex tables is unclear headers. To fix this, you can use the edit PDF function to add hidden text as headers. Make the font white so it blends with the background. Then, you can tag this new text to act as the table header. Remember to change the tag from TD to TH to make it a proper header. This step is covered in the video above.

Techniques to Improve Table Structure

  1. Remove Unrelated Content: If the table has unrelated headers, move them out. Change their tags to act as higher-level headings.
  2. Adjust Scope: Set the scope for rows and columns. This helps assistive technologies understand the table.
  3. Use Table Editor: The table editor feature helps check and adjust header settings.
  4. Add Table Summary: Always include a table summary. It helps with understanding the table’s purpose.

Final Checks and Testing

After making changes, run the built-in accessibility checker in Adobe Acrobat Pro DC. This checks for any missing features like table summaries. Tools like PAC 2021 checker can also be used to validate if the table is fully accessible.

Takeaways

Making tables in PDFs accessible may seem daunting. But with Adobe Acrobat Pro DC, it becomes manageable. Follow these best practices to ensure your content is accessible to everyone.

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Adobe Acrobat Auto Tagging API for Accessibility

Understanding Adobe Acrobat’s New Auto Tagging API for Accessibility

Adobe Acrobat has added a new feature to its accessibility toolkit: the Auto Tagging API. This tool aids in making PDF documents more accessible. If you’re wondering how to leverage this feature to improve document accessibility, this post is for you.

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Video Overview

Enabling the Auto Tagging API Feature

The first step is straightforward but crucial—activating the Auto Tagging API. To do this, select the menu button in Adobe Acrobat and navigate to Preferences.

Select Menu, and then preferences

Once the Preferences window is open, go to the Accessibility tab. Locate the option that says “Enable cloud-based auto tagging for accessibility.” Select this option and click OK. Now the feature is ready to be used.

Once the Preferences window is open, go to the Accessibility tab. Locate the option that says "Enable cloud-based auto tagging for accessibility." Select this option and click OK. Now the feature is ready to be used.

How Does Adobe Acrobat Auto Tagging API Work?

Tagging Structure

After enabling, open your PDF document and run the Auto Tagging API. What happens next is what sets this feature apart from its predecessors. The tool takes a proactive approach to organize and tag various elements in your document. These elements can range from text blocks to images to headers and lists. The result is a series of nested tags under a primary ‘document’ tag. While it might not be perfect, the structure it provides is a significant improvement over manual tagging or using older automated methods.

Additional Features

Adobe’s Auto Tagging API also introduces ‘aside’ tags. These are particularly helpful for content that sits on the sidebars of your document. The feature recognizes such content and tags it differently, making it easier for readers using screen readers to navigate the document effectively.

List and Table Tagging

It’s also worth noting that the Auto Tagging API attempts to correctly tag lists and tables in your document. However, it’s not infallible; you might need to do some minor tweaking to get these tags perfect. For instance, tables might not have their headers correctly tagged, and lists could have incorrect list-item tags.

The Importance of Reviewing Tags

Once you’ve run the Auto Tagging API feature, it’s vital to review the tags. This helps you ensure that everything is tagged appropriately, as the system isn’t flawless. While images and figures are tagged, they may not have alternate text, which is crucial for accessibility. Similarly, tables often lack properly tagged headers. These are minor issues that can easily be fixed manually.

Improving the Reading Flow

The ‘aside’ tags, as previously mentioned, are useful for segregating sidebar content. However, their placement can be adjusted to improve the overall reading flow of your document. For example, you can move the ‘aside’ tag to the end of the paragraph where the sidebar content ends. This will make the document easier to navigate for those using screen readers. Of course this is just an example from the document used in the video.

Final Thoughts on Adobe Acrobat’s Auto Tagging API for Accessibility

Adobe Acrobat’s Auto Tagging API improves PDF accessibility. It offers cleaner, more organized tagging than older methods. While not flawless, the feature reduces manual work and moves us toward effortless accessibility.

Additional Posts

How to Tag Bar Charts in Adobe Acrobat Pro DC Effectively

Adobe Acrobat Pro DC offers tools for making bar charts accessible. There are two main methods. One method tags the whole chart as a figure. The other tags are separate text elements. Both make your charts easier for Assistive Technology users. Video Overview Steps for Tagging…

by Shawn Jordison

Turn PDF Math into Accessible Word Docs with MathPix

This post will explore how to use MathPix snip to convert a PDF full of math Images into an accessible Word document with accessible math! Video Overview The Importance of Converting PDF Math to Accessible Formats Math is a universal language. Yet, its accessibility is often…

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Faculty Guide: Preparing for an Accessible Semester

Preparing for an Accessible Semester: Where to Start Are you a faculty member wondering how to make your course accessible? Knowing where to start can be overwhelming. First, look at what’s in your course. Check course pages, documents, videos, and third-party links. Identify what needs to…

by Shawn Jordison

How to create a Doc in Canva and make it accessible

This post will go over how to create a doc in Canva.com and export it to PDF. Then, we will make it accessible!

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Overview

Please follow the steps in the video on how to create a document in Canva. The export to PDF option seems to be improving over time. Below you will find some directions on how to fix tables and list items. For more detailed posts on PDF remediation, please check out this page:

Creating the Basic Structure

Starting with Canva’s new feature that allows users to create documents, we’ll be adding various elements to test accessibility. This includes adding headers, tables, bulleted and numbered lists, and more. Our primary goal is to ensure that the document, although simple in design, complies with accessibility standards.

Exporting and Accessibility Check

Once the basic design is complete, we’ll move on to exporting the document as a PDF and conducting a comprehensive accessibility check. This involves cleaning up tag structures, making proper use of header tags, handling list items, and addressing table-related challenges.

Here’s a closer look at the process:

  1. Adding Headers: We’ll use heading level one and two to organize the content.
  2. Inserting Tables: A two by three table will be added, with cells merged as needed.
  3. Working with Lists: Both bulleted and numbered lists will be added to test them.
  4. Image and Design Elements: Random designs and images can be added to beautify the document.
  5. Exporting the File: The document will be downloaded as a PDF, following the standard procedure in Canva.
  6. Accessibility Checks in Adobe Acrobat: Extensive checks and modifications will be performed to ensure complete accessibility.

Table tag breakdown

  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

Setting the Scope of Table Headers

With the reading order tool open, right-click on the table and select “Table Editor.” Select all table header cells at the top of the table, right-click and select “Table Cell Properties,” and change the scope from none to “Column.” If you have table headers on the row side, you can set the scope to “Row” as needed.

  1. Launch Reading order tool
  2. Right-click inside of the table and select Table editor
table editor
  1. Select the cells you want to set the scope for
  2. Right-click and select table cell properties
  3. Adjust the scope to either row, column, or both
setting the scope

How to tag a list in adobe acrobat pro

  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

Step 1: Prepare the PDF and Create a Blank List Tag

Open your PDF document in Adobe Acrobat Pro.

  1. Right-click in the Tags panel
  2. Select “New Tag,”
  3. Create a blank List tag (capital “L”).

If you would rather an expert make your docs accessible for you instead – check this out.

Right-click in the Tags panel Select "New Tag," Create a blank List tag (capital "L").

Step 2: Create List Item Tags and Nest Them

Manually create list item (LI) tags and nest them within the List tag. To do this, right-click the List tag, select “New Tag,” and type “LI” (capital “L” and “I”).

LI tags

Step 3: Add Label and L Body Tags

For each LI tag, create Label (LBL) and L Body tags. Right-click each LI tag, select “New Tag,” and type “Lbl” for Label and “LBody” for LBody tags. Drag and drop these tags into their appropriate locations within the LI tags.

List tag

Enhancing PDF Accessibility: Implementing Alternate Text

Video Overview:

In the rapidly evolving digital era, the need for accessibility in all forms of content, including PDFs, is increasingly crucial. To bridge the accessibility gap, setting alternate text within a PDF is a method that cannot be overlooked. This blog post provides a step-by-step guide to this process.

First Step: Tagging Images as Figure Tag

The initial approach to set alternate text involves ensuring that all the images in your PDF are tagged as a figure tag. Once they are tagged, simply navigate to the tags panel, right-click the figure tag, and select the properties button. This action opens up a section where you can input a description in the “alternate text for images” field.

Quick and Efficient Methods: Using the Accessibility Button

A faster way to set alternate text for multiple images simultaneously is by utilizing the ‘accessibility’ button. Clicking this option reveals an ‘Set alternate text’ command. Once activated, the system automatically detects all figures in the document and displays them alongside an associated text box.

This method streamlines the alternate text setting process and is particularly handy for documents containing numerous images.

The alternate text can be anything from a simple description of the image, like “a forest with Giant Sequoias” or “two robotic hands reaching towards each other,” to more complex annotations depending on the image’s content and context.

It’s vital to remember that images containing text should include the exact text as part of the alternate text, enhancing accessibility for visually impaired users who may rely on screen readers to access the document’s content.

Document Remediation: A Viable Alternate Option

Though learning to set alternate text within a PDF could be a valuable skill, you might prefer to invest your time elsewhere. For those who want to increase their PDF’s accessibility but don’t have the time or inclination to do it themselves, document remediation services are available.

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These services take over the task of making a PDF accessible, freeing up your time for other endeavors. However, if you’re inclined to get your hands dirty and prefer doing it yourself, follow the steps outlined in this blog post or explore other resources for a more comprehensive learning experience.

How to set metadata in PDF

Video Overview:

This video will show how to set the title, keywords, subject, author, and language of a document.

Text overview

Step 1

The first step is to select File > Properties

File properties

Step 2

On the description tab set the meta data.

I like to use the first H1 in the document as the Title. The author should be set to the organization or person who is organizing the document. The subject should be a brief overview of what the document is. You might use: a factsheet, an interview, an instructional guide. The keywords should contain unique words that appear in this document.

set the meta data

Step 3 -set the language

Select the Advanced tab and validate the correct language. Typically it will be English or EN, but make sure you set this for the primary language.

set the language

Step 4

Now apply accessibility to the rest of the document!

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Path Object not tagged | PDF / UA

Welcome to the world of document accessibility! Today, we’ll demystify a common issue that plagues many users – the ‘Path Object Not Tagged’ error – especially when working with Adobe Acrobat and files exported from InDesign.

Video Overview

Understanding the ‘Path Object Not Tagged’ Error

This error is frequently reported by the PAC 2021 checker, a tool that checks the accessibility of PDF files. During a check, you might come across a list of issues under the WCAG (Web Content Accessibility Guidelines) criteria. One of these is likely the ‘Path Object Not Tagged’ error.

So, what’s happening here? In this context, path objects typically refer to specific lines within a table exported from InDesign. They are recognized as objects that require tagging, but this process can be quite cumbersome and, unfortunately, it often gets overlooked, resulting in the aforementioned error.

Tackling the Issue Head-On

To address this issue, let’s look at a step-by-step process using an example document exported from InDesign and now open in Adobe Acrobat:

  1. Open the ‘Content’ panel located on the far left side of Adobe Acrobat. This allows you to review all the content present on each page.
  2. As you inspect each page, you’ll likely notice a plethora of ‘Path’ tags.
  3. Begin by selecting all these ‘Path’ tags.
  4. With the path objects selected, right-click and choose ‘Create Artifacts’.
  5. Confirm by selecting ‘OK’.

Checking the Results and Final Thoughts

Having made these changes, save and close your file. On retesting with the PAC 2021 checker, you’ll notice the previous ‘Path Object Not Tagged’ errors are now resolved, and any new issues can be addressed separately.

The ‘Path Object Not Tagged’ error often crops up when exporting files from InDesign or other similar software. Remember, it’s crucial to ‘artifact’ these paths to make your document as accessible as possible. It’s not just about fixing an error – it’s about making your content reachable and usable for everyone.

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PDF UA Posts

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How to tag a link in PDF using Adobe Acrobat Pro

This post will go over how to tag a link/hyperlink within a PDF using Adobe Acrobat Pro DC.

Video Overview of How to tag a link in PDF

Lets dive right in!

Link tags need to be structured in a very specific way. Here is that way:

P > Link > Link-OBJR and Link text

Here is an example.

Example of links

Links do not always need to be children tags to P tags, but they can never exist as the parent tag themselves.

Don’t forget the link basics

  • Descriptive URLs: When adding hyperlinks in a PDF, it’s essential to use descriptive URLs that indicate the content or destination of the link. A user should be able to understand where the link will take them just by reading the URL or the accompanying text. This is especially crucial for users who navigate documents using screen readers, as the descriptive text is what they hear when they come across a hyperlink. For example, instead of using “Page 2” as the hyperlink text, use something more descriptive like “More on PDF Accessibility Guidelines.
  • Avoid www. addresses: When referring to websites within your PDF, it’s recommended to avoid using raw web addresses starting with ‘www.’ While these addresses technically serve as links, they lack descriptive context which can leave users guessing about the content they’re about to access. A more effective method would be to embed these links into meaningful text that describes the destination or content.
  • Avoid “click here” language: Phrases like “click here” or “follow this link” are not helpful in terms of accessibility. These phrases don’t provide any context about the destination of the link or what the user should expect to find there. They are also not descriptive enough for users who navigate with screen readers, or users who tab through links on a page rather than using a mouse to click on them. Instead of using “click here” language, make your link text descriptive and meaningful. For instance, instead of “Click here to learn more about PDF/UA,” use “Learn more about PDF/UA.” In this example, the latter offers a clear and immediate context for what users can expect when they select the link.
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How to create links

Starting from Word

The easiest method to properly embed links is to use MS Word to create your PDF. If your links are properly formatted in Word, and you properly create your PDF, the links will come through perfectly.

Starting in PDF

In most situations, it is easier to simply delete the link completely, and re-add the link into the PDF.

Adding New Links and Managing Multiline Links

Adding new links to a document can be quick and efficient. After selecting the desired text, right-click and select ‘Create Link’. Then, specify the link destination. This method automatically adds an object reference and correctly formats the link. To ensure visibility and recognition, assign a different color to the link and underline it, if necessary.

right click the text you want to make a link and select create link

Multiline links often present a unique challenge. In these situations, it can be beneficial to delete the links and retag the entire text at once. This technique maintains the link’s accessibility and ensures it has a single link object reference.

The Importance of Alternate Text for Link Accessibility

A critical component of making PDF links accessible is the addition of alternate text. Providing additional context for the link, alternate text is a requirement for certain accessibility standards. The practice of adding alternate text to the W3C Web Accessibility Initiative link, for instance, demonstrates how this gives additional information to the user.

To add alternate text to a link follow these steps:

  1. Find the figure tag in the Tags panel
  2. Right-click and select properties
  3. Update the alternate text and include the hyperlink again
Find the figure tag in the Tags panel Right-click and select properties Update the alternate text and include the hyperlink again

In conclusion, while making PDF links accessible requires some effort, it is a crucial step in fostering an inclusive digital environment. With a little patience and attention to detail, this skill is within everyone’s grasp.

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Other PDF Posts:

Canva PDFs are not accessible

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How to set metadata in PDF

Video Overview: This video will show how to set the title, keywords, subject, author, and language of a document. Text overview Step 1 The first step is to select File > Properties Step 2 On…

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Path Object not tagged | PDF / UA

Welcome to the world of document accessibility! Today, we’ll demystify a common issue that plagues many users – the ‘Path Object Not Tagged’ error – especially when working with Adobe Acrobat and files exported from…

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How to tag references, footnotes, and end notes in Adobe Acrobat

At this time there is not clear guidance from WCAG on how to exactly tag references, footnotes, and end notes. This post and video aims to explore the best methods for tagging this content.

Video Overview

Instructional Guide

There are two separate components to tagging footnotes or endnotes.

The first part is the superscript number in the main body of the document. For footnotes, the second part is the note itself, which appears at the bottom of the page. Endnotes show up at the end of the document.

Implementing Reference Tags in Adobe Acrobat

The first step in adding footnotes and references in Adobe Acrobat is to create a reference tag. Contrary to what you might think, a span tag does not serve our purpose here. While span tags are visually useful, they don’t carry any real value in terms of accessibility.

To create a reference tag, right-click on the Tag, select Properties, and change it to a reference. Simple as that!

Linking References to Endnotes

Next, you should consider linking your footnotes to the corresponding endnotes. Although this is not a requirement, it significantly enhances the reader’s navigation through the document. To create this link, right-click the reference number and select Create Link. Under link action, choose Go to page view and select Next. Then, scroll down to your endnotes and click set link. This process creates a hyperlink that leads directly to the relevant spot in the document.

Three methods reference in video:

Method 1:

Apply alternate text that provides guidance on where the endnote or reference leads to. For instance, the alternate text could be “superscript one refers to endnote one on page two”. This alerts the screen reader user about what the reference or endnote signifies.

Apply alternate text that provides guidance on where the endnote or reference leads to. For instance, the alternate text could be "superscript one refers to endnote one on page two". This alerts the screen reader user about what the reference or endnote signifies.

Method 2:

Arrange the reading order so that the note is read directly after the reference. To do this, move the actual content of the note under the reference tag. In this arrangement, the paragraph is read first, followed by the reference, the note, and then the main content.

Arrange the reading order so that the note is read directly after the reference. To do this, move the actual content of the note under the reference tag. In this arrangement, the paragraph is read first, followed by the reference, the note, and then the main content.

Method 3:

Include the note’s content in the alternate text. For this, copy the note’s content and paste it onto the actual text field of the reference. The alternate text could then read “superscript one. [content of the note]”. After this, change the endnote content to an artifact and delete the tags.

Include the note's content in the alternate text. For this, copy the note's content and paste it onto the actual text field of the reference. The alternate text could then read "superscript one. [content of the note]". After this, change the endnote content to an artifact and delete the tags.

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More PDF Posts

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Making Tables Accessible in Adobe Acrobat Pro – A Comprehensive Guide

Introduction

Hello, and welcome to the Accessibility Guy channel. Today we’re going to be looking all about table accessibility in Adobe Acrobat Pro. We will cover topics like using the reading order tool to tag individual cells, setting the scope of individual cells, fixing row and column-span problems, and adding associated header IDs for a header and data cell connection.

Other PDF Accessibility Posts

Table tag breakdown

  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

Utilizing the Reading Order Tool for Tagging Cells

To begin, launch the reading order tool by selecting the accessibility button and then choosing “Reading Order.” You may want to deselect “Show table cells” and “Show tables and figures” to make it easier to see the text. Select the text that should be together and click on “Text Paragraph” to group them. The checkboxes greatly change the view of the table:

Reading order tool view

Cleaning Up the Tags Panel

Make sure all cells are in the correct row by going through the tags, cutting and pasting them to the right location when needed. Set all cells in the first row as table data cells, and change any incorrectly labeled paragraph tags to table data cell tags. Properly format all table rows, ensuring that table header (TH) and table data (TD) cells contain the contents of the corresponding cell.

Cleaning up the tags panel

Running the Accessibility Checker

Run the accessibility checker to identify any issues with rows and columns in your table. If the table fails regularity, check for any merged cells that may need column and row span adjustments. After fixing any issues, run the accessibility checker again to ensure regularity is passing.

Setting the Scope of Table Headers

With the reading order tool open, right-click on the table and select “Table Editor.” Select all table header cells at the top of the table, right-click and select “Table Cell Properties,” and change the scope from none to “Column.” If you have table headers on the row side, you can set the scope to “Row” as needed.

  1. Launch Reading order tool
  2. Right-click inside of the table and select Table editor
table editor
  1. Select the cells you want to set the scope for
  2. Right-click and select table cell properties
  3. Adjust the scope to either row, column, or both
setting the scope

Making a Data Connection Between Table Headers and Contents

Right-click in the table and select “Table Editor,” followed by “Auto Generate Header Cell IDs.” This will provide a name for each heading tag. For each group of table data cells, right-click and select “Table Cell Properties.” Add the corresponding header ID to the “Associated Header Cell IDs” section. This step is not required for all standards.

Conclusion

This comprehensive guide has demonstrated how to make tables accessible in Adobe Acrobat Pro using various tools, including the reading order tool, setting scope, and more. By following these best practices, you can ensure your tables are accessible to all users. Don’t forget to like and subscribe for more personalized tips and instructions on accessibility best practices.

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How to Auto Tag PDFs for Accessibility

Welcome to the Accessibility Guy channel, where I strive to make the digital world more accessible to everyone. In today’s video, we will be discussing how to use the Auto Tag feature in Adobe Acrobat Pro to add tags to a PDF document quickly.

Video Overview | View on YouTube

Auto tagging is a feature within Adobe Acrobat Pro that applies a tag structure to your document, making it easier to navigate for users with disabilities. This feature is especially useful when working with documents that do not have any tags and require a structure that can be manipulated using the reading order tool or other accessibility features.

To use the Auto Tag feature, open your PDF document in Adobe Acrobat Pro and navigate to the Accessibility button from the tools menu on the right-hand side. At the very top of the menu, you will see the Auto Tag Document feature. Simply click on this button, and Adobe Acrobat will apply a tag structure to the rest of the file.

To view the tags that have been added, select the Tags panel from the left-hand menu, and expand the tags button. You can then expand some of the part tags to see the structure that has been added.

It is important to note that after using the Auto Tag feature or any other automated tagging features, it is essential to apply the rest of the accessibility features to the file. For more information on how to do this, check out some of my other videos, which I will link below.

My goal is to be your personal accessibility expert, and I am dedicated to making the digital world more accessible. So, hit that like and subscribe button for more accessibility best practices and tips.

In conclusion, the Auto Tag feature in Adobe Acrobat Pro is a quick and easy way to add tags to a PDF document, making it more accessible to users with disabilities. I hope you found this video helpful and informative. Thank you for watching, and I’ll see you in my next video.

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