>>MARISOL MIRANDA: Hello, I'm Marisol Miranda from EASI and I want to welcome everyone to this webinar accessible and useable PDF documents. Our presenter is Karen McCall. Hi Karen. And now I'm going to turn the mike over to Robert beach.
>>ROBERT BEACH: Oh everybody. I have some announcements. The first three are free open to the public webinars. Next Wednesday, the 23rd of February we'll have a webinar on free easy to use source [Indiscernible] so definitely keep that one on your calendar. EA is an excellent speaker. She was actually the keynote speaker and did a great job. On March the second, we'll have HTML 5 accessibility. What you need to know. Derek Featherstone will be giving that presentation. So mark that on your calendar as well. March 10th we'll be having a presentation, again, this one is free. Using wave for web accessible validation. And Jared will be doing that. It's update to the changes they've made. The latest and greatest on what that will do. So mark that one. Then in March there is a four part paid based series. Reading and writing aids for LD students. That will be March first, eight, 22, and 29. There will be four different presenters for that series. So mark that one on your calendar as well. So without any further delay, I'm going to turn the mike over to Karen. And again we're back with the queen of PDF accessibility. I know she's got good stuff for us today. I'm going to turn it over and let her go. Karen.
>>KAREN McCALL: Great, thanks Robert. And there are fewer slides this week, everyone. So you can relax and rest. We'll probably be finished before the hour is up. So I have ten less slides. Today we're going to learn how to make an accessible table in Word. If you remember that was the category we didn't have quite enough time for and I told you we're going to start with that. Then we're going to dive into Adobe Acrobat and take a look at the tools available in Acrobat to start adding tags to the documents and repairing documents.
Next week we're going to look more into the repair tools and take you through some specific techniques. There are a few techniques here but this is sort of the start of them. The thing to remember, it doesn't matter whether you're working in Microsoft Word or any application, is a proper use of tables. Tables are not to be used for design layout. Microsoft Word has a perfectly good tool for creating columns and using a combination of columns and section breaks you can mimic the effect of a table so that the content will read properly and more importantly will tag properly when you convert it to a PDF. Probably not more importantly because then people using screen readers wouldn't read all the headings on the left and then the content and try to figure out what matches up with what. But there is a tool for creating columns so you don't have to create [Indiscernible] one of the other things we'll take a look at as we move along is when you are thinking of using a table for design layout, some of the things you should ask yourself before you actually do it: A lot of people do use excel tables to isolate text. And I'll talk to you about an alternative that is 100% percent accessible. Text boxes are inherently accessible because they float over [Indiscernible] so you should avoid using text boxes in your documents. I have a series of slides called just say no. It is representative of a document that I worked on about 8 years ago that was 68 pages of one table. The table started out with six columns and something like 242 rows. And this is the first page of the column. And I color coded the way that the table was trying to format text. Because you begin to see the difficulties in using a table for design layout in looking at this. The first row I've identified ‑‑ it spans six columns and I put it in pink because apparently it would be the title of the table.
Normally this would go into a table caption if you were using a data table, but it's actually in the table. Underneath that I have a row that is in blue and it's divided. There are three columns that have one table header and three columns that have the other table header. Just underneath that is a row that has been merged, again, of all six columns. And that is kind of like a sub sub heading or title or something of the content. The table is then divided evenly three columns on the left, three columns on the right. But remember it is a six column table. That goes on until the very end of the page. Now the very last row on the page is colored yellow as it's another change in topic. The difficulty with this is that the change in topic appears at the bottom of the page. Whereas the content related to it starts on the top of the next page. Even in flow, the table is not working for this type of content and the way that the document author has set it up. So you're saying, okay Karen, that's fine. Then we get to the next page of this document and about halfway down the page we have another row of pink and we've put one full heading that spans all six columns, followed by a data table that is still part of the same table. But when the person designed this document, they only needed five columns, so they deleted the sixth column and actually put the data table in complete with another table header. And then once the data information was finished, they went back to their six columns. But this time they are using the pink to denote another change in topic. And instead of having the first three columns merged and the last three columns merged, we have the first two columns merged and the last four columns merged. This wept on like a ping pong match back and forth throughout the whole pages of the document.
Once I color coded the content and asked the person, you know, what would be the title? If you were going to put a caption on this document, what would it be? If you had to put one table header, one piece of information that someone using a screen reader was going to hear when they moved through the cells of this screen, what would it be? And there of course was no answer. When using a table, you have to remember that those of us using screen readers can identify column and tables. That information gets repeated to us as we move through the table. And we can ask for it at anytime. So if you're using your table to format a document, we're using special keyboard commands for navigating around tables. But the content really has no context of a table. The content in one cell is not necessarily related to content in another cell. And we don't have the ability to look to the column or row titles to help us figure out what this information is supposed to be. That's one of the reasons that you should not use tables for design layouts. They are just nasty in terms of being able to navigate, would be a second reason. This is a slide, again, it's a just say no slide three. Someone has used a single cell table because they felt it helps them isolate text better.
Those of us who are using screen readers, have to listen to that. We have the table to identify, we have the number of rows and columns and then we're told we're in the single cell table. Then we're told when we exit it, that we've exited it. All of this takes time. We need to be able to move around documents quickly. And the fact that again, we have special keyboard commands for tables. When it says table, generally we're not listening to how many columns and rows there are. We're in this single cell table going where is the rest of it. Then we have to go back, oh it's one column, one row, then we go back in and read it. All of this wastes time. We are looking at a structure to [Indiscernible] those of us who use adaptive technology, those of us know that you should not use [Indiscernible] because it's been known for years and years and years, we don't expect it anymore. And yet we still find it. In the bottom half of this image, I have used a paragraph border. I've actually used the quote style in the template that I created. And I can have the same look and feel as I did with the single cell table. In addition, I can do other things. In this case I have a drop shadow. And for those of you who like to do finicky things with your text and maybe do a bit of over formatting. How cool is that? You can have a drop shadow in your text.
The second piece of text in this image is completely accessible. The information in the table is accessible but it is awkward. And it's not anything that I would encourage. The next slide, as soon as it comes up, the other thing that it shows you exactly what I have people go through. So you have the single cell table and you ask yourself what is the header row, the column title for this table? If you cannot produce a column title for this table, then it has no business being the table. So here I just put something in nonsensical to illustrate my point. The other thing is what is the caption for this table. Again, if you can't think of a caption for the table, like sales for 2010 or gross national product for 2009, if you can't think of a caption for the table, then the information doesn't belong in a table. And those are the two key questions to ask yourself. If I had to identify one or two, because in Word 2007 and Word 2010, you could have multiple header rows. So if I were going now they have to be contiguous. They can't be separate. So if you're thinking of that example, the first just say no, you can't do that. I could choose those first three rows to be table headers, but they would be the headers through that whole 68 page document.
The two questions to ask yourself when you're thinking of a table is what would be the header row of the table. And the second question is what is the caption. And if you can't think of what either one of those would be, then the information does not belong in a table. It needs to be taken out of a table and formatting using columns or paragraph styles or heading styles. The other thing, this is my just say no version 5 or slide 5, is the use of text boxes. In the top part of this image I have a text box. And again, most people use text boxes in Word documents to isolate information that's important, that's critical. Your exam is set for the last Friday in April or if you run into problems with this manual, with this software, contact the help desk and the information is often separated visually using a text box. Completely inaccessible to screen readers because the screen readers are working in the text layer of the document and the text box is floating above it. So if you think of yourself in the room that you're in now, the text layer would be equal to what you can touch. You can touch the table, the walls, the windows, whatever. You can't touch the clouds.
The screen readers, the JAWS screen reader has a keyboard command so that I can get a list of objects. But if I'm in the objects, if I'm up in the clouds and I can't see what is directly underneath me. So I can't see what that is related to. So I move along the text layer oblivious to the text boxes. Or I hop from text box to text box oblivious to the text that's supposed to go with it. The second part of the image is, again, the quote style that has been formatted to mimic the look and feel of that text box. 100 percent accessible and yet you accomplish exactly the same thing. The information is being called out, it's being brought attention to. So again, using the styles instead of text boxes, the styles instead of tables to isolate information and using tables properly in your document for data rather than design layout is essential in creating a well structured PDF or even Word document. One of the things that people will get cranky with me about is a setting that you do in Microsoft Word. You select the entire table and you choose table properties and then you go into the row tab and choose to not have the rows break across pages. The reason people get cranky is because this means that if the contents of one cell will not fit on one page, you can't put that content in that cell. You'll get an error message. And people who like to use tables as design layout will say but, you know, it needs to be there. If the content in one cell is more than one page, then again, you need to take a look at how you're using that table structure. There is also a difference ‑‑ I'm not sure I have it here.
Let me see. Let me go a bit further and see. Because usually I start with the header rows, rather than the rows breaking across pages. Here's an image of the dialog that has the rows don't break across pages unchecked. It's on the row tab. There are two check boxes, one to repeat as the header row, if your table goes on to multiple pages. And the other is to not have the rows break across the pages. So again, that's on the row tab. Here we go. So a did a blog article a couple of months ago called headings, headers, headaches because people often get confused to what is what and when to use what. Headings are used to navigate through documents and you use the heading style such as heading level one, heading level two, heading level three. We talked about headings last week. Headers come in two different flavors, if you will. There are page headers which in a PDF document or non printing elements, and therefore are put in the background are called artifacts.
So the screen reader doesn't even see the information that you put in page headers. And typically people are using screen readers unless we know that there's information in the headers and documents. We don't go in there. It's not part of the way that we read documents. The only time that we would go into a page header is if we were creating the document and wanted information in there. Like a page number or the name of the document. Not the title of the document. Because again, screen readers wouldn't be able to read it. And it's the same with footers. The only time that we would go in there is first if we're told that there's important information that we need to go in there. And then we'd only go in there once. And if we were creating the document our self. The other type of header is a table header. You should not use headings in table headers. The table headers are the equivalent to the column and row titles. In Microsoft Word, you can only identify the column titles. There is no tool to identify the row titles. That would have to be done either using a verbosity setting on your screen reader. If the document is converted to PDF, the [Indiscernible] needs to be modified in Adobe Acrobat. And there's an easy way to do that, a fast way to do that. So you have headings that are navigational points.
You have page headers which are non printing sort of incidental pieces of information. Not important to the understanding of the content. And then you have table headers which identify column and row titles and are not to be formatted using headings. The way that you identify a header row in Word is to have the header rows repeat. What this does is add to the accessibility to your Word document. So if your tables does happen to span more than one page, those header rows, column titles, are going to appear at the top of the next page. This helps people with learning, cognitive and visual disabilities in that they don't have to then flip back to the start of the table to know what the data should be in the following cells. The other thing that this does is signal to conversion tools, especially the PDF conversion tools, that this set of cells should have a TH tag or table header tag rather than a TD or just a plain table data cell tag. So when you select the row or rows to repeat as header rows at the top of each page, it doesn't matter whether your table actually expands more than one page. The other thing that you're doing by applying this is to build in those table header or T H tags for a PDF document. I believe it also works for conversion to Braille and DAISY. I mean you're making things accessible once and then it's accessible in multiple formats.
There is a bit of confusion when we look at Word 2007 and 2010 in that the design ‑‑ on the design tool or ribbon, sub ribbon, there is a check box that says header row and then there's a ‑‑ or a column ‑‑ yeah, header row and header column, I think it says. And that has absolutely nothing to do with the conversion. It is something new to identifying things in Word 2007 and 2010. But it is not the mechanism that identifies the TH tags or the table header tags when you convert the document. That is found on the layout sub ribbon for tables. And it's found to the far right of the ribbon and it is called header row repeat. So make sure that you identify one or more header rows and have them repeat even if your table does not span multiple pages. The next thing that we need to look at is the spacing in tables. Often as we've found with HTML and it's true in Word, you'll look [Indiscernible] and you'll say you know what it needs a little more space around it, let's just press the enter key. When we move into a cell, we can hear blank blank blank for the number of times you've pressed the enter key.
After I hear one blank, I'm assuming that's an empty cell, so I move on. If I put the spacing and using the cell margins, the equivalent to HTML cell padding, then I have uniform space in the row. And generally I do this for the entire table. But I have uniform spacing and it's more accessible because someone isn't going to hear blank for every time that you press the enter key to add space around text in your table. If you go to table properties, again you're going to select the table, choose table properties were the ribbon, or right click and press the application, and you're going to choose table properties. You're then going to go over to the cell tab and ALT plus O is the keyboard command to open the options dialog which is the margins dialog. They call it margins, it's the same as cell padding. A caveat to this, do not use whole numbers. Not even the whole number one. The best spacing that I have found over the years is to use either, anywhere from point ten to point 20. Anything less than point ten and visually it almost looks like you haven't put spacing. For some reason, that one little oomph makes all the difference. Anything over point 20 starts to look awkward. It starts to look quite gregarious between point ten and point 20. I work in inches, so I'm assuming that point [Indiscernible] I just know that between point ten and point 20 seems to work the best in terms of spacing around cell content. So that is the ‑‑ the other thing is when you put a caption on a table, just before we go to Acrobat, when you put a caption on the table, you have to select the table. And once you select the table, when you right click on it or press the app, you will see the option to insert caption.
Generally you want the table caption to be above the table so that people with learning, cognitive or visual disabilities know what to expect what they move into the table. When we looked at ALT text for the images, that came underneath, I think I discussed, I see most of the time the figure label underneath images. And so that's the sort of norm that I adopt. Although I have seen it in some books where the caption for images is above the image. But generally you find it below. For tables you want that. And if you have equations, for those things you want that caption above so that people know what to expect once they move into the table. All right. So now we're going to switch to Adobe Acrobat. And I believe I've updated my slides with Acrobat 10. The first thing I want to do is put the tags in the navigation panel. This in Acrobat ten ‑‑ in Acrobat 9 you used to have a floating palette once you opened the tags panel. In Acrobat 10, it will automatically dock itself over to the side. That is so much better. I have watched people who are most dependent click around a PDF document, moving the tags panel out of their way, they move it out of their way. No one thinks to expand it so they can have a better view of the tags. It's just this annoying little floating thing that is always in your way. And I do have people who will debate that point. So for those of you who are listening, I acknowledge it, I just find it's so much easier to work with tags when they're in the navigation panel. In Acrobat ten you want to choose view, show or hide, navigation pane and tags.
You want to do the same thing with the order panel and the content panel. It is just so much easier to work with and those are the three panels you're going to be working with most in terms of your PDF documents. This is an image of the tags panel, tags tree, on the left is a tags tree from a document in Acrobat ten or X. And the tags panel is over in the navigation pane. To the right image on this slide is the sequence in putting that tags panel ‑‑ I get confused because there's a tags panel. There's the tags tree. And sometimes it gets a little confusing. Anyway, here I went through view, I went through show and hide. Navigation panel is the very first item and then G for tags will put that tags panel over in the navigation pane. And it should stay there until you either update Adobe Acrobat or if you have to reinstall it or to repair it. Other than that, it should stay put where it is. And generally you will have the tags panel at the bottom of the tools in the navigation pane. Just above that will be the order panel and just above that will be the content panel. Since Acrobat 5, there has been a hierarchy of tasks. I'm surprised that there are still quite a few people who don't know of this because Adobe has advertised it a lot. I always stress that and people still don't know the hierarchy of tasks. Recently I've come across a series of forms that although the fields have been created to be accessible, the document was never tagged and therefore those form controls, form fields are not accessible. None of the labels get read to someone who is using a screen reader. None of the other content gets read. So the document author got the important part of making the form controls accessible but not the critical part of then making the entire document accessible.
So here's the hierarchy of tasks. When you open a document, the first thing you need to ask yourself is is this a scanned document? If it is a scanned document, then you use the OCR text recognition tools in Adobe Acrobat to recognize the text. The second question that you ask, does this document have form controls? Let me make sure I have that right. Actually the form controls and links are kind of interchangeable. So does the document have form controls? If the document has form controls, if it is a supposed to be a fillable form, you add the form controls next. Then you ask yourself, does the document have links? If the document has links, then you add the links to the document. Once you have gone through that series of questions and you have done what you need to with the document, then you add the tags. When you're working with a form, you work with an untagged PDF document. So you can create your form layout in Microsoft Word and that is the only time you would use print to PDF. You do not want to create a tagged document because you have to build your form controls in an untagged PDF. And then once you add the form controls, then you tag it. Once you ‑‑ if there's a link to a website on that form, then you add the links and then you tag the document. So the hierarchy of tasks is it a scanned document, if yes, perform the OCR. Does it have form controls? If yes, add the form controls and make sure that they're accessible. And does the document have links? If the answer is yes, then you add the links. And I'll tell you how to do that. And then you tag the document. And I'm talking about the form controls in Adobe Acrobat. Not in live cycle designer. That is a whole kettle of fish and a whole set of webinars.
New to Acrobat nine was a clear scan tool. What I've found with the clear scan as opposed to what we had in Acrobat 8 is that it doesn't matter if there are misspelled words. If I then do the OCR, the text recognition and go back and say okay, are there any pieces of suspect text? It's going to say nope, nope, nothing wrong with it. And yet I can open the tags and words have been smooshed together. There are no spaces between them, there are symbols instead of characters. It depends on what type of document I've scanned in. If it's a nice clean photo copy or a clean magazine page or something like that, there is less likely to go wrong. As with regular OCR. If I'm doing something from a newspaper or something that has grainy paper, there is more likelihood that some of that grain is going to be misrecognized as text or as a symbol or as a dot or as something. The problem that I have with clear scan is that even though I will open the eventual tags in the document and find mistakes, those are not identified using the find suspects or find all suspects tools. So one of the negative things that I've found with Acrobat nine and ten and scanned documents. In Acrobat 10 you find the OCR tool in the panels to the right. So the first thing that you have to do is to put the text recognition panel open on the right. And to do that you go under view, tool bars, text recognition and once you press enter, the text recognition bar will open on the right in with all the other panels. And with these panels you can have the one that you're working with open at a time.
Again, there's no first character navigation in these panels. I think I mentioned that last week. As someone using a screen reader, it was very easy to go ALT D for document, R for recognition and then presenter unrecognized text. That didn't take me anytime at all. With these new pans I have to ‑‑ once I perform the first step and put the text recognition panel over to the right of my document, I have to then F 6 from the document over to the panels. I have to use my down arrow until I find the text recognition panel. If it's closed, I have to press my right arrow to open it. Then I have to press my down arrow to find the tool within text recognition that I want. So one the things, one of the strategies that I've discovered and used because I am using this with a screen reader and keyboard not a mouse, is I will [Indiscernible] I will go and uncheck everything else if I'm working with a scanned document. Then I will remove that text recognition panel and only have the accessibility panel open. So I only have the panels open that I'm working with. And I tend to reorganize my tasks from Acrobat 9 where I had instant keyboard access to everything. I've now reorganized my tasks so that everything I need to do with content, I do at once.
Everything I do with text recognition, I do at once. Everything I need to do with accessibility, I do at once. The third image on this slide is the clear scan or the text recognition dialog that you have. If you want to do one page or the entire document. What you have to do the first time [Indiscernible] it's called edit and it's a button in the lower right corner of the dialog. And the output you want to choose clear scan. The PDF output style you want to choose clear scan. And that is going to do the OCR on your scanned PDF document. From there, you just need to work with the document. As I've said with bad scans, you get some errors that simply cannot be fixed because they're not found as suspects. And you can't go into the tags tree and rewrite content. You just kind of have to have to put up with it. Which makes the document, I mean, technically it's tagged, it's accessible. But if the characters aren't right, it's really not readable. So is it accessible? The next thing that you need to do is to add the links. This has been buried since Acrobat 8. It used to be under tools. Tools create links from URLs. But then they buried it under something called document processing which is this big bucket that anything you don't know, I don't know if this is the right rationale, to me it seems like if they didn't know where to put it in the menu, it all went under document processing. So document processing is now in the ‑‑ it might be the document processing panel. And one of the things you need to be aware of with links is that the add links tool looks for the full web address.
So it's looking for HTTP:// often if you have links that start with www dot it won't see them because it's not looking for that as a signal that that is a link. The other thing to note is that if you have a document that has come from desktop publishing, either in Adobe InDesign or Quark, do not [Indiscernible] getting that pointy finger as making sure that that link is accessible. Don't even depend on the fact that you will get that link in a list of links from your screen reader. One of the things that is missing, there are two parts to a link, there is something called an OBJR, which I know is not going to make sense, but it has to be there. And then there is the actual web address. In most cases when you find that you have the mouse pointer and you can click on a link and activate it, you can get that link up in a list of links. But the moment you press enter on it, nothing happens. And it's because that OBJR part of the link is missing. And you have to go and repair it. So one of the things that I need to caution you about is not to depend on visual access to the links. Most access to the links as validating the fact that the link is as accessible using the keyboard.
As I said I've been able to get links up in the screen reader when I press [Indiscernible] to activate that link, nothing happens. When I go into the tags tree and open it, the OBJR part is missing. The critical part of the link. So here is the links tool. And I'm just going to ‑‑ it's in the content panel. And it is create links from URL's, I think. Although that looks like I might have put the wrong image in there. I will double check on that and get back to you and verify that for you that it is in the content panel next week. I'm still finding things in the panels and getting used to them. The add tags tool is in the accessibility tools. I used to call this my Canadian tool because the keyboard command was ALT AAA and I always thought that that was very Canadian of them to ensure that we were [Indiscernible] in the whole area of accessibility. I can't say that anymore. The accessibility panel is something that you would open on the right of your document. And the ability to add tags is there. Because I have a lot of problems arrowing around one of the other options that you have is to simply open the tags panel and either right click or press the application key on the part that says tags not available. One of your options is going to be add the tags route, the other option is going to be add the tags to the document.
So for me, that's a lot faster. It's fewer key strokes than going over to the panels and navigating around them. So there are two ways that you can add the tags and I prefer now, I always used to use the menu now, now I always use the tags panel. Once you do add the document, you generally get a tags report. I don't look at it. I immediately go to [Indiscernible] and make sure that everything that needed a tag has a tag and I can also at the same time put artifacts into the background. Once I've done that, then I move to the tags panel and start going down through the tags. If it's a long document, I might spot check of the but mostly with the add tags, you're going to find things like high confidence, low confidence. Those types of things. I don't need to know the confidence level. I need to spend my time going in and making sure that everything that needed to be tagged was tagged. And making sure everything was correct and in the logical reading order. There are people who find tags report helpful. When I was first learning, I would go through it. I didn't go through everything, I went in and spot checked to see what kinds of things it was finding. If you're going to use the add tags report, I would recommend that you use it that way. Skim through it and find out what types of things it's finding.
For example, is it finding a lot of pieces of the background and saying that it has low confidence in its tagging of these? Take a look at lists. Take a look at tables. I mean, just do some spot checking in that add tags report. As I said, I don't even read it any more, as soon as the add tags report has been formed ‑‑ and it is always there, I can go back to it if I need to. I immediately move to the order panel. And then I begin working on the document. I just find it saves a lot of time. Here are the two ways that you can add the tags. On the left is the image of the tags panel. And the tags, where the tags root should be. It says tags not available. So I've right clicked and what is selected is add tags to the document. If I'm working on ‑‑ sometimes I get a flyer like a trifold brochure that has symbols for, especially from banks or health care professionals, those types of things that have those little symbols with all the caveats in fine print that have tiny little symbols beside them. Sometimes I find that running the automatic tool makes those invisible or puts them, actually puts them out of line on the page and I can't get them back into line. So the only way that I can actually tag that trifold brochure is to create the tags root and then add all of the tags manually. Which is a trifold brochure may seem like a lot of work. But it doesn't take a lot of time. Again, as you begin to work on PDF documents, you'll know what information needs to be on tags and what is decorative.
On the right of the slide is the accessibility panel and the add tags to the document option is in there. Again, if you're using the keyboard and that accessibility panel, you're going to have to arrow F 6 into the panels and then arrow, arrow, arrow until you find what you're looking for. This is the slide that recommends to use it as a guide to accessibility. Don't spend time reading all of it. Switch to the order tab or the order panel and start using it and the touch up reading order panel to make sure all of your content is tagged and put anything in the background that needs to be an artifact. So here's the document where I have the add tags report. It will show up on the left hand side of your document. And there will be an icon in the navigation for the add tags report. As long as this is open, you have access to the add tags report. In the middle of the image, this is the entire Adobe X application. In the middle of this you have your document and then to your right you have all of your tool bar panels. If you close your document and open it again, you will not have that icon for the accessibility report in your navigation panel. So then we move from the add tags to the tags. You can find an element in the add tags report and switch to the tags tree. And that's one way of using it. If it's really sort of nasty document that you've added the tags to and you find something that says it has a low confidence, if you click on the link that says low confidence, that piece of content will automatic be selected in your document. It doesn't matter what page it's on.
Although it will tell you what page you're going to. From there you can switch to either the order panel or the tags tree. Use the find tag from selection and then take a look at what happened when this got tagged. So that's one way to use the report. You also have a select text tool which is a little black arrow to the left of your hand in your tool bars. And you have the select object tool which is in the content add or edit text tool bar. You can select any piece of content in your document using the select text or select object tool. Go to the tags panel, right click on either the tags themselves or the options button or click on the options button. And there's one of the options in the context menu is to find the tag from selection. It will immediately open up that tag in the tags tree. If you have a long document, you may have to scroll down your tags tree in order to find it but it will be there. The one time that you cannot use the select text or select object tool is with a link because if you try to select it, it's going to activate the link. So what you do in the case of a link if you want to verify that both pieces are there, is to choose a piece of text before or just after the link and then find that tag from selection. Because it will take you very close to where you need to be in the tags tree. But that's the only exception to using the select text tool. Here's an image on the left of the tool bar that has ‑‑ and the tool bars in Acrobat are small. So this three item tool bar is an actual tool bar in itself.
So in the middle of the tool bar I have a hand which is what you normally see when you're reading a document. And then to the left of the hand I have a, I think that's a T with a black arrow. So that's your select text tool. Then the select object tool for selecting images is found in the content panel under add or edit text. And the add or edit text replaces the advanced editing tool bar. So those are all of the tools. For those of you who use the link tool and the advanced editing tool bar and the [Indiscernible] in Acrobat 7, 8, or 9, this area now replaces it. The add or edit text tools in the content tool bar. It took me a long time to find that and I actually had to ask somebody from Adobe where they had put it. Once you have selected some text or an object in your document, as I mentioned, you come over to the, and it's a little bit hidden by the context menu. There's a little image like a gear and that's your options button. So you can click on the options button or right click anywhere in your tags tree, choose find tag from selection and your tags tree will open and it will show it to you immediately.
So it's a quick and easy way to find things that you suspect might have not been tagged properly. Your primary work areas in working with tag PDF are going to be the tags which are what the adaptive technology uses to read the document. It's nice if the order panel information is in the right order. But there are some documents where you will not be able to get this to happen. And so you have to focus on making sure that the information in the tags tree is correct because that's what the adaptive technology is reading. It's like the HTML tags on an HTML document. You get the tags right and there will be little or no problems with the document. I say little or no because again, as we saw in week one, will depend on the end user settings that the person who is reading the document has set up.
Also the accessibility full check, I use that all the way through my process. The accessibility full check is not the final function I perform. I will do an accessibility full check every few pages. Especially if I'm working on something that's come from desktop publishing. Because I want to make sure that in fixing one thing, I haven't broken something else. I haven't set loose a piece of background. I haven't inadvertently left off a tag when preparing a list. I use the accessibility full check as a regular part of what I'm doing, not as a finishing part of my document. The other thing, and as I mentioned I think last week, maybe, is that highlight content is your BFF. It's your best friend when you're working with your tags. The first thing you want to do when you go into the tags tree is to turn on the highlight content. Because as you move down the tags, it highlights the corresponding content in your document. This lets you do several things at once. It lets you go down the tags tree and see what content is associated with what tag. It allows you to then, if something is mis-tagged, for example, a heading is mis-tagged as a paragraph. You can correct it immediately. If content is mixed up, you can move the tags around immediately. So you can make the repairs as you're going through the tags tree. And I've found that, and you also then verify the logical reading order.
So you've done three things. You've gone down the tags tree and I find that it just saves so much time. You wouldn't think that it would but it really does. If you find that there is information that hasn't been tagged, underneath the find tag from selection tool is the tag from selection tool. And I recommend that you open a tag and if you are going to create the new tag, try to create it as close to that open tag as possible. If you create it from the tags root, it's going to be at the very bottom of your tags tree and you're going to have to drag it up to where it needs to be. So generally if I need to add content, especially if it's a new tag, I will open an existing tag, create the new tag and then just move it out one level and add the content to it, which I know is probably sounding very confusing to you now. But it is very simple to do and it's fast and easy and gets that content that was missed in its right place in the tags tree. If you need me to explain it a little bit better, please e‑mail me. So those are some of your primary work areas and your primary work tools.
Here is how to turn on highlight content. It's the second item from the bottom in the context menu that you get from that options gear in the tags tree. And you do have to do it every time you open the document. It would be nice if they put it on by default but so far, it hasn't. And the very last thing because I hear my clocks going, so we're right on the hour. The very last thing is using F2 to edit tags. So as I'm going down the tags tree and I see, in this case, there's text that should be a heading but it's tagged as a paragraph, I can press F2, that puts me into edit mode. I simply delete the P, type in capital H number one, press enter and now that tags been repaired and I can move into the next tag. So F2 is your second BFF when it comes to working with tags because you can quickly go in and edit tags. And make them what they should be. So next week we're going to take a look at creating tags from selection. I'm going to give you some more information on that and I will make sure that I do that step by step so you can see what I mean. And adding new tags to the tags tree. We're going to look at reflow and the touchup reading panel and the order tab in the navigation pane. And then I'm going to talk a bit about editing the role map. And this is if you have someone who has been working with a Word document and kind of got the idea of styles but didn't put that underlying structure underneath it, so really they may have something called heading one but it's based on just the normal paragraph style so it never got tagged as an H1. Showing you how you can quickly go in and edit the role map and fix throughout the entire document. That's one of the things we're going to do next week. And I promise I will do the step by step, creating the tag from selection.
So here is the contact information. If you are interested in any of the free documents that I have for Microsoft office or any of the books, you can go to the Karlen communications website. You can contact me at info at Karlencommunications.com. And then I also have the PF Universal access. And then the Adobe website. I have the information for you. And because next week is the last week and I've told you what we're going to cover next week, if there's anything other than forms, we're not going to touch on forms, that you want an answer to that you want included next week, please e‑mail me and I'll see if I can get it in for you. So do we have any questions?
>>ROBERT BEACH: Karen, since we're on the hour, I'm going to do a quick closing and then we'll stick around and let you answer questions. Thank you so much again for excellent presentation and thanks folks for being here. We will hang around for a while. Karen will be here to answer questions and Marisol and I will be here so feel free to stick around. But I just want to do a quick close. Marisol is posting a link to the archive when it's posted. We'll let you know when the archive is up. Anyway, questions for Karen, and thanks Karen, you did a great job.
>>MARISOL MIRANDA: Thanks, Karen. Thanks everyone for being here. Up until now we don't have any questions on the text chat so I don't know if someone wants to use the mic.