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Tutorial #1: Create
an Accessible Word and PDF Document
If Adobe Acrobat Reader DC is not already installed on the computer you are
using to take this tutorial, please install it from the following website:
https://get.adobe.com/reader/
Background Information:
Microsoft Word is currently the most common word processor on the market. As
such, the .docx format has become a popular format for creating multiple types
of accessible digital documents, including accessible PDF documents.
PDF files are not typically created in Acrobat. They are usually created in
another program and then
converted to
PDF. While there are dozens of programs that can create PDF files, very few of
them produce tagged PDF files which are needed to make PDF files accessible.
This tutorial will walk you through using Microsoft Word to create both
accessible DOCX and PDF files.
As stated in the "Tutorial Objectives and Requirements for Success"
section of this website, you must use a Windows
64-bit
Windows 10, 8, 7, or Vista computer, running Word
for Windows, in order to take this tutorial.
It is assumed that you know how to use Word. We do not assume that you know how
to create an accessible Word document. If you are not familiar with what is
involved in creating accessible Word documents, we highly suggest
reviewing, "Authoring Techniques for
Accessible Microsoft Word Documents" before taking Tutorial #1. Once you understand the overall
accessibility "concepts" discussed, continue on with this tutorial as follows:
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Open Word for Windows.
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Download and open
1-May-2017-CONNector-ppg-1-10.pdf.
It contains the first 10 pages of content of
the CONNector newsletter describing this project. We are going to use the content of this PDF
file as a basis for creating an accessible DOCX file and PDF file. We will then save
the DOCX file and then save it again as an accessible PDF file.
Note: In Tutorial #2 you will learn and experience how an individual with a print
disability can open, read, modify, and navigate the accessible DOCX file
created in this tutorial.
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You will now create an accessible DOCX file using content from the PDF file you just
opened.
While viewing the 10 page PDF file you opened using Adobe Acrobat Reader DC:
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Click on "Edit," then click on "Select All"
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Click on "Edit" then "Copy"
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Open a blank Word DOCX file
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From within Word, click on "Paste Special." Select, "Unformatted Text."
These actions will paste the text you copied, from the 10 page PDF file, into
your blank DOCX file.
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Your DOCX file should look something like this:
raw-text-pasted.docx
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Compare the original PDF file to your newly created DOCX file and delete:
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Your cleaned up .docx file should look like this:
cleaned-up-text-only.docx
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Apply "Heading 1" markup to the title of each article in the document. Then,
duplicate the Hyperlinks that appear in the original PDF document. Your file
should now look like this:
no-images-marked-up-connector.docx
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Copy the images from the 10 page PDF file to the appropriate locations in the DOCX file and add an Alt-Text Tag to each photo.
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Save your DOCX file using the name: accessible.docx.
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Your document should look like this: accessible.docx
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Insert a Table-of-Contents into your Word document. Then save your DOCX file
using the name "accessible-with-TOC.docx." Your document should now look something
like this: accessible-with-TOC.docx
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Save "accessible-with-TOC.docx" as a PDF file. You do this by clicking
"File" then, "Save As," then select "PDF," then "Save." You now have an
accessible version of the original PDF file that everyone can easily read
and navigate, including
people with print disabilities.
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Your accessible PDF file should look like this:
accessible-with-TOC.pdf
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Compare the original PDF file:
1-May-2017-CONNector-ppg-1-10.pdf
with the accessible version:
accessible-with-TOC.pdf.
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Go to Tutorial #2
Note: For detailed information on converting Word
documents into PDF files, please see:
http://webaim.org/techniques/acrobat/
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