Checklist for Accessible InDesign Documents

1: Set Up the Document

Design with Accessible Colors

1. Use accessible UTA brand color combinations.
2. Follow this method to test accessible color combinations.

Verify the Text Has a Heading Structure

1. All documents need a Heading 1 and Paragraph (body) text.
2. Work with the document author to create a logical outline structure with headings if they are missing.

Clean Up the Text

1. Set the Document Title under File > File Info > Document Title
2. Delete hard and soft returns, extra spaces, fake bullets/numbers, and other bad typography.
   (Use the FindChangebyList script and the tools TextFixer and ConvertCase. Use TextEdit to convert formatted text to plain text.)

2: Work with Text

Use Paragraph Styles ¶ and Map to PDF Export Tags

1. Paragraph Styles apply impose paragraph features (such as indents and leading) to text that uses them. All text in the document must use a Paragraph Style or it is not accessible.
2. Map text to a Paragraph Style using the PDF Export Tag that corresponds to the correct heading level.
3. Title = H1 Major Topic = H2 Minor Topic = H3 Sub Topic = H4 All other text = P Lists = Automatic
4. Bonus!  Map to an HTML export tag if you want to export to HTML using SimpleHTML for InDesign plugin.

Use Character Styles * for Visual Formatting and Breaks

1. Use Character Styles to make text look unique (bold or italics; hyperlink; different point size.) Use ¶ for other differences.
2. Use a No Break Character Style to keep text together and force it onto the following line. (No hard/soft returns or line breaks.)

Set Hyperlinks Correctly

1. Use UTA’s URL shortener to create single-line, user-friendly URLs.
2. Uncheck “Shared Destination.”
3. Include an alt-tag.
4. Use Inherit Zoom for all hyperlinks including pages and text anchors.

3: Work with Visuals

Artifact Decorative Visuals

1. Artifact visuals that do not convey meaning and/or create a distracting listening experience. 
2. Manually artifact under Object Export Options> Tagged PDF > Apply Tag > Artifact. Or, create an Object Style set to artifact multiple objects quickly.
3. Automatically artifact by moving decorative visuals to a Parent Page.  Cut (CMD + X) and use SHIFT + OPT + CMD + V to paste in place on the Parent Page. 

Alt-Tag Visuals that Convey Meaning

1. Use succinct and descriptive alt-texts on visuals that convey meaning.
2. Separate acronyms with spaces. (U T A not UTA.)
3. Do not use excessive punctuation.
4. Outlined text needs an alt-tag.

4: Set the Reading Order

Order Elements in the Layers Panel

• Ungroup all grouped objects.
• Use one Layer only for text and alt-tagged elements.  Move all to Layer 1.
• Ignore the placement of artifacted elements or move them to a Parent Page.
• Arrange elements in the order they should be read, working from bottom to top.  (The bottom element is read first.)

Choose Your Method: Thread Text or Articles Panel

Thread Text

Thread All Text Frames

1. Insert frame breaks at the end of each text frame.  (Use FN + Return on a MacBook keyboard.)
2. Click the Out Port on the first frame.  Hover over the frame you want to thread to until you see a Link icon.  Click the frame to thread.
3. Thread all frames in the order in which they are meant to be read.
4. Use the Break Threads script to correct mistakes.

Anchor Visuals to Text

1. Anchor visuals that convey meaning to relevant text.
2. Click the blue port on the visual and drag to the start or the end of the text you want to anchor to.
3. Do not drop anchors in the middle of words because it breaks tags.
4. Use the Release Any Anchor script to correct a mistake.  Use the Destroy All Anchors script to clear all.

Articles Panel

1. Turn the Articles Panel on under Window > Articles
2. Drag all text and elements into the Articles Panel in the order in which they are meant to be read.
3. Click the “More” menu in the Articles Panel and choose ” Use for Tagging Order in Tagged PDF.” 

5: Check the Document

1. Use the Check Document for Accessibility script.   (Ignore “visuals on Parent Pages need alt-tags.”)
2. Choose the “More” menu in Paragraph Styles panel and select “Edit all Export Tags” to make sure all Paragraph Styles are mapped to the correct PDF export tag. 

6: Export the Document

1. Use the correct export setting:  File > Export> Adobe PDF (Interactive)
2. On the General tab, check “Create Tagged PDF” and “Use Structure for Tab Order.”
3. On the Advanced tab, choose “Display Document Title” and select the language for the document.

7: Perform Post Process in Acrobat

1. Use Acrobat Classic and open the Accessibility Tool and Print Production Tool. 
2. Turn on Tags under the View menu and turn on Highlight Content in the Tags pane.  
3. Run the Accessibility Checker to check for mistakes.  Return to InDesign to correct them, and re-export.
4. “Walk the tags tree” with keyboard arrow keys to verify the logical reading order is correct. 
5. Fix nested elements in the tags tree.
6. Use Print Production Tool > Preflight:  “Mark all non-structure elements as artifact”; “Set PDF/UA-1 entry.”

8: Test the Document

1. Test with the PAC 2024 Checker to check against the PDF/UA criteria.  (It is free for PC only.)
2. Test with the JAWS or NVDA reader to ensure the document reads properly.  (It is free for PC only.)

9: Engage with More Resources

OLC Creative Services cannot offer training or support.

1. See the InDesign Self-Serve Course for comprehensive instructions.
2. See the list of resources for training and support.