AI Generated Transcript
Basics with BITS – Accessing PDFs with Adobe Acrobat & JAWS
Welcome to today’s Basics with BITS.
Today’s session is presented by David Kingsbury on Adobe PDF files and JAWS.
Introduction to PDFs
PDF stands for Portable Document Format. A PDF preserves the original formatting of a document, such as a Word file, so it cannot easily be edited.
PDFs are commonly used for documents like financial statements and forms. While they have historically been difficult for screen reader users, accessibility has improved significantly.
Most web browsers, including Google Chrome and Microsoft Edge, have built-in PDF viewers. However, JAWS users are generally recommended to use Adobe Acrobat Reader for better accessibility and performance. Some features, such as Convenient OCR, are only available in Adobe Reader.
Downloading and Installing Adobe Acrobat Reader
To download Adobe Reader:
- Open your web browser.
- Search for “Download Adobe Acrobat Reader.”
- Select the official download page.
- Uncheck any optional bundled software (such as antivirus programs) unless you want them.
- Activate the download button.
- Run the downloaded installation file.
- Follow the installation steps.
If assistive technology is detected, a setup wizard may appear with accessibility options.
After installation, a desktop shortcut will be created.
Important First Step: Disable the New Reader
After opening Adobe Reader for the first time:
- Press Alt.
- If no menu appears, you are in the new, less accessible interface.
- Press Alt + F.
- Navigate to “Disable New Acrobat.”
- Activate it and restart the application if prompted.
This restores the classic, accessible menu system.
Accessibility Setup Assistant
You can access the setup assistant at any time:
Alt → Right Arrow to Edit → Down Arrow to Accessibility → Setup Assistant
Key options include:
- Screen reader settings: Choose this if using JAWS or NVDA.
- Color contrast options: Useful for low vision users.
- Reading options:
Set “Read the entire document at once” (important for multi-page PDFs).
Setting Adobe as Default PDF Viewer
To ensure PDFs open in Adobe Reader:
- Open Windows Settings.
- Search for “Default apps.”
- Choose “Set a default for a file type.”
- Type
.pdf. - Select Adobe Acrobat Reader as the default.
Accessible PDFs (Best Case)
An accessible PDF allows:
- Navigation by headings (H key)
- Access to form fields (E for edit fields)
- Checkbox navigation (X key)
- Tables using standard navigation commands
Example: IRS Form 1040
You can:
- Fill out fields
- Navigate headings
- Move through tables using Control + Alt + Arrow keys
- Save the completed form (Ctrl + S or Save As)
Unfillable PDFs
Some PDFs appear to be forms but are not interactive.
Characteristics:
- No editable fields
- Underlines instead of form controls
- Cannot be completed digitally
These require printing or external assistance.
Scanned PDFs and OCR
Scanned PDFs are image-based and not readable by screen readers.
JAWS provides Convenient OCR:
- When opening a scanned document, JAWS prompts to OCR it.
- Activate “Yes” to convert it into readable text.
You can also:
- Open the OCR result in Microsoft Word
- Save and edit the text
Reading Order Issues
If text sounds “jumbled” or out of order:
- Press Ctrl + Shift + 5.
- Navigate to “Reading Order.”
- Change to a different option.
- Press Enter.
This often resolves the issue.
Language Detection Issues
If the document is read in the wrong language:
- Open Reading Options (Ctrl + Shift + 5)
- Change the reading order setting
- Press Enter
This resets the language behavior.
Navigating Long Documents
Useful commands:
- Ctrl + Shift + N → Go to page
- Ctrl + F (JAWS: Ctrl + Insert + F) → Find text
- F3 → Next match
These help locate content quickly in large PDFs.
PDFs on the Web
When opening a PDF in a browser:
- It may work directly, but accessibility varies.
- For best results:
- Press Ctrl + S to save the file.
- Open it in Adobe Reader.
Creating Accessible PDFs
The key to an accessible PDF is an accessible source document.
Best practices in Word:
- Use proper heading styles
- Create real lists (not manual formatting)
- Use simple tables with headers
- Add alt text to images
- Use readable fonts (e.g., Calibri, Arial)
- Maintain good color contrast
- Use descriptive hyperlinks
Then:
- Save as PDF (F12 → choose PDF)
A properly formatted Word document will produce a more accessible PDF.
Summary
Accessible PDFs depend on:
- Proper software (Adobe Reader recommended)
- Correct settings (reading options, default viewer)
- Document structure (headings, forms, tables)
- Tools like OCR for scanned content
When issues arise, features like reading order settings, OCR, and navigation commands help improve access.