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1. Does it need to be a PDF?
2. Title/Language Properties (may be done before exporting)
3. Export with Tags
4. Add alt Text for images (may be done before exporting)
5. Check Reading Order
6. Artifact Empty tags
7. Forms only - Check Tooltips

After these steps are complete, you may submit your document for final accessibility review by web services. Any further remediation needs will be done at a charge of $35 per hour.

Submit PDF to Web Support

• Information can become outdated quickly. Webpages are easy to update, while inaccurate PDFs need to be fully removed from the website and server.
• Search engines favor webpages over PDFs.
• PDF content is not searchable on sdstate.edu.
• If you don’t have access to the original file, there may be accessibility issues we cannot fix and will not be able to post it.

Word Document

1. Open document.
2. In the Info screen, type your descriptive title into the text field marked Title.
   1. Windows: Go to File : Info.
   2. Mac: Go to File : Properties.

Adobe Acrobat

1. Open the document and go to File > Properties.
2. In the Description tab, enter the new title in the Title field.
3. Click OK and save the file.

Language

1. Open the document and go to the File > Properties.
2. In the Document Properties dialog, click the Advanced tab.
3. Find the Language dropdown menu and select the primary language of the document.
4. Click OK and save the file. 

InDesign

1. Open the document in InDesign then to go to File > Adobe Presets > [Smallest File Size]… click Save.
2. In the Export Adobe PDF pane under Options, ensure that the following options are checked.
   1. Create Tagged PDF
   2. Include: Bookmarks
   3. Include: Hyperlinks
3. Click Export.

Microsoft Word

1. Open your file in the appropriate Office application.
2. In the Review tab, select the tool Check Accessibility and sure there are no errors.
3. Add a Title in the File Properties window.
4. After setting the title go to the File menu and select Save As or Save a Copy.
5. In the Save As window, change the format from Word (*.docx)/PowerPoint (*.pptx) to PDF (*.pdf).
6. Select a destination folder and click the Save button. The tags are exported automatically.

Microsoft Documents

1. Right-click the object and select Edit Alt Text.
2. Select the object. Select Format > Alt Text.
3. Add Alt Text or Mark as decorative.
   1. In the Alt Text pane, type 1-2 sentences in the text box to describe the object and its context to someone who cannot see it.

   2. Select the Decorative checkbox. The text entry field becomes grayed out.

      If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People who use screen readers will hear that these objects are decorative so they know they aren’t missing any important information.

      

PDFs

To add alternate texts to your document, make sure that the document is tagged.

1. Open a PDF. From the Global bar in the upper-left select All tools. 

2. From the left panel, select Prepare for accessibility > Add alternate text.

3. You will receive a dialog with the message Acrobat will detect all figures in this document and display associated alternate text. Select OK. 

4. In the Set Alternate Text dialog box, enter the alternate text and select Save & Close.

   

1. Open Adobe Acrobat.
2. Choose All tools > Prepare for accessibility.
3. Select the Reading Order tool in the left pane.
4. In the Reading Order dialog, select Show Order Panel.
5. In the Order panel, drag the tag for a highlighted region to the location you want. As you drag, a line appears to show potential locations. After you drag an item to a new location, the highlighted regions are renumbered to show the new reading order. You can select and move multiple, adjacent regions.

Finding Empty Tags

1. Choose the hamburger Menu (Windows), or the View menu (macOS) > Show/Hide > Side Panels > Tags.
2. Do one of the following:
   • Expand the tag for the section that you want.
   • Ctrl-click the plus sign (Windows) or Option-click the triangle (macOS) next to the Tags root to show all tags in the logical structure tree.
3. Each tag should have a content box listed as a child. Select the plus box or arrow to the left of the tag to reveal its content box.
   1. If the content box is blank, artifact the tag.
   2. Right click on the content and choose Change Tag to Artifact from the list.

1. With the Prepare Form tool open, right-click on each field on the page or in the Fields area of the Prepare Form pane (or use Shift + F10 with each field selected) to open the Field Properties window.
   1. Manually check the tooltips text and/or type the text from the visible label as the Tooltip value.
   2. For fields that were autodetected, Acrobat attempts to add the visible label as the Tooltip value. These need to be reviewed.
2. Close.