Tables

Notes regarding tables

Tables in Word

For best results when tagging tables, use the application that created the document (such as Word) to properly format the table before exporting it to the PDF.

Here are some items that must be fixed in Adobe if they are not fixed in Word:

  • Merged cells - don't use them. There must be the same number of columns in each row, and the same number of rows in each column, or Adobe will indicate a Regularity error and a tag must be added for each merged cell in each row and each column.
  • Header Row - be sure to mark a Header Row. Adobe will indicate a TH and TD error and each header row cell tag must be edited.
  • Alt-Text - each table must have an alt-text description. Sometimes this transfers over to Adobe, sometimes it doesn't. If it doesn't transfer, Adobe will indicate a Summary error and in the Touch-Up Reading Tool, a Table Summary must be entered for each table.

Tagging a PDF Table

If a PDF is not tagged and the source document is not available, add tags by using the "Autotag Document" option in the right-hand Accessibility menu. Most tables are properly recognized using this command; however, the command may not recognize a table that lacks clear borders, headings, columns and rows.

Tables that lack well-defined borders and rules are often tagged incorrectly or contain adjacent page elements. It is possible to correct poorly tagged tables by selecting and redefining them.

Correct an improperly tagged table:

  1. Open the "Reading Order" tool in the right-hand Accessibility menu.
  2. Find the incorrectly tagged table within the document.
  3. Select all elements that should be included in the table.
  4. Right-click on selection and select "Tag as Table".

Proper PDF Table Tags:

This is a simple example of how tables should be tagged in a PDF document.

Table Example

Proper Tags for this table:

TableTagsExample

In order to have this table tagged appropriately, just correctly exporting the Word document to PDF was not enough. After following the instructions above, the table was tagged correctly.

In each Table there should be:

  1. "<Table>" tag, which once expanded will show:
    1. "<TR>" for Table Rows, which once expanded will show:
      1. "<TH>" for Table Header cells and should only be in the first TR of the Table. (These show if the Header Row was properly designated in Word.) 
  2. "<TD>" for Table Data cells and should be in all TRs of the Table except the first one.
  3. The same number of TD cells in each TR element. In this example, 3 TH or TD cells in each TR.

A clear example of the same number of TH/TD cells in each TR element:

TableTags example unexpandedTable tag example in Word 1 

Tagged Form Fields

This error indicates that not all the Form Fields have been tagged properly. All form fields must be tagged with a form tag and form object element to be part of the document structure. In addition, field descriptions (labels) must be provided via the "Tooltip" form field property to provide the user with a label or instructions for a field.

If the Creating a PDF Form instructions were followed, this error will not show in the results. It may be a good idea to review these instructions and verify they were followed completely.

This will quickly tag most form fields. However, this may create more errors than you had before. Follow these instructions to see if it is the right option.

  1. Save the document
  2. Note how many errors are in other sections.
  3. Click on the "Tools" tab in the top ribbon.
  4. From the "Tools" menu select AccesibilityIcon
  1. Go to the left-hand Tags menu. Tags icon
  2. Select the drop down menu icon. lefthandmenudropdownmenu
  3. Select "Find".
  4. The "Find Element" window will open.
  5. In the "Find:" drop-down menu, select "Unmarked Annotations".
  6. Change the selection from "Search Page" to "Search Document".
  7. Click "Find".
  8. The program will move to the first unmarked annotation element.
    1. Under "Type" it may state the type of unmarked annotation (link, article, heading, etc.).
  9. Select "Tag Element" in the "Find Element" window.
  10. The "New Tag" window will open.
  11. From the "Type:" drop-down menu, choose "Form".
  12. Enter a descriptive title for the form field.
  13. Click "OK".
  14. The program will move on to the next unmarked annotation element.
    1. This continues until the "Find Complete" message is displayed.
  15. If the error elements do not automatically come off the list, right-click on the "Forms" error heading and select "Check Again". Only see the error elements that have not been resolved will show.
  16. Save.
  1. Move the cursor to the un-tagged form field within the document and select it.
  2. Open the Reading Order tool in the right-hand accessibility menu.
  3. Using the cursor, drag a rectangle around the un-tagged form field.
  4. At this point there are two ways to tag the form field:
    1. Right-click within the selection and choose "Tag as form field".
    2. Select the "Form Field" button in the Touch Up Reading Order window.
  5. The newly tagged form field will now display in the Tag menu within a "Form" folder.
  6. Right-click on the error heading and select "Check Again", Only see the error elements that have not been resolved will show.
  7. Save.

Field Descriptions

This error indicates that not all form fields have been given a proper description within the "Tooltip" property. All form fields must have a text label/description via the "Tooltip" property.

If the Creating a PDF Form instructions were followed, this error will not show in the results. It may be a good idea to review these instructions and verify they were followed completely.

To fix by entering "Tooltip" properties:

  1. Click on the "Tools" tab in the top ribbon.
  2. From the "Tools" menu click on PrepareForm
  3. While in the "Prepare Form" edit mode, right-click on each field (either from the document or the right-hand menu).
  4. Choose "Properties" and stay in the "General" tab of the Text Field Properties window.
  5. Enter a proper label for the field under "Name:" (optional).
  6. Enter an easy-to-understand prompt for the field under "Tooltip:", for example "Enter your First Name" (required).
  7. Once each field has been addressed, if the error elements do not automatically come off the list, right-click on the "Forms" error heading and select "Check Again". Only see the error elements that have not been resolved will show.

Updated: 10/20/2022 10:00AM