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Step | Steps for creating accessible documents in FrameMaker | For more information, see | ||
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<ac:structured-macro ac:name="unmigrated-wiki-markup" ac:schema-version="1" ac:macro-id="742f87a85424825d-123de8bb-45b44462-a34fac5e-10374f78800a67d772480272"><ac:plain-text-body><![CDATA[ | 1 | Design with accessibility in mind. Only use our template styles, including character styles for common formatting such as bold and italic. Resist overriding template styles. | [[http://www.webaim.org/]|http://www.webaim.org/|WebAIM website] | ]]></ac:plain-text-body></ac:structured-macro> |
2 | Use our latest FrameMaker template that consolidates all paragraph styles into each file in the book. | L:\Technical Writing\Templates\FrameMaker Templates\Current FM Templates | ||
3 | Add alternate text to images.
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4 | Use row and column headings and captions for all tables. Do not merge table rows or columns. Do not allow rows to break across pages. |
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5 | Use meaningful link anchors rather than URLs when possible. Use the Go to URL hypertext marker for all URLs in FrameMaker. |
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6 | In the PDF Setup dialog box, select Generate PDF Bookmarks, Generate Tagged PDF (click Default to tag all styles), and Create Named Destinations for All Paragraphs. |
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Step | Steps for creating accessible documents in Word | For more information, see |
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1 | Design with accessibility in mind. Only use our template styles, including character styles for common formatting such as bold and italic. Resist overriding template styles. | |
2 | Add alternate text to images.
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3 | Use row and column headings and captions for all tables. Do not merge table rows or columns. Do not allow rows to break across pages. |
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4 | Use meaningful link anchors rather than URLs when possible. |
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5 | Configure PDFMaker to tag the document properly.
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Creating Accessible PDFs
Although the HHS says that PDFs do not need to be 508 compliant if a compliant HTML version of the document exists, it is a good idea to get in the practice of taking as many steps as you can to improve your PDF document's accessibility.
Table 1.3 explains how to create an accessible PDF once your document is in Acrobat.Table 1.3 explains how to create an accessible PDF once your source file is in Acrobat.
Note: Refer to pdfCheckList-HHS.pdf the HHS checklist for accessible PDFs for helpful tips.
Step | Steps for creating accessible PDFs | For more information, see |
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1 | In the document properties, enter NCI CBIIT as the Author. In the Keywords field, enter 508 Compliant as one of your keywords. |
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2 | Specify document language.
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3 | Use the document structure to prevent errors in the accessibility report.
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4 | Run an accessibility full check using the Adobe PDF option.
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5 | Fix any problems reported by the accessibility checker. Documents from Word tend to have more problems than documents from FrameMaker. Documents from Word may need post-processing in Acrobat. Use the accessibility checker report as a troubleshooting guide to narrow down problem areas.
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6 | Once the steps above result in a PDF with no accessibility errors according to Adobe, set the scope of your tables. Adobe does not require you to set the scope but it is one more thing that you can do quickly to prepare your PDFs better for assistive technology.
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Accessibility Testing
Table 1.4 suggests ways you can test your ePublisher, Flare, and PDF output for accessibility.
Ways to Test Your Output | For more information, see |
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Refer to the HHS accessibility checklists. | |
In ePublisher, run the accessibility report. Ignore errors about missing long descriptions and table summaries. If you use alternate text for graphics and include either a text introduction or caption for tables, you're covered on those. | |
Download the WAVE Firefox toolbar and view the help in Text-only view. | |
Download an evaluation copy of JAWS and read the document out loud. | |
Use the Adobe Read Out Loud feature to simulate what it would be like for other assistive technology (such as JAWS) to read your PDFs out loud. |
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Turn off your monitor when you use either JAWS or Adobe Read Out Loud (this takes some practice with each tool) to simulate what it is like not to see what you are doing. |
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Tab through the output to make sure that the reading order is logical. |
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