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Creating structure in a PDF file allows screen readers to easily navigate a document. For instance, if every section of a document is tagged, a user can quickly jump from one section to the next. For example, someone looking at a syllabus could scan the document for the section on grading, while someone using a screen reader could do the same audibly if the sections are marked correctly. Documents created in a Word Processor word processor (Word, Google Docs, Pages) create a structure using the built-in heading styles (e.g. Heading 1, Heading 2). That structure will be saved in the native document format, or by saving as a a tagged PDF. PDFs created from a scanned document usually do not have outlines because the scanner cannot distinguish between chapters or sections within a document. It can be complex to tag PDF files, and we suggest contacting the accessibility team if you need help.
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To check that your scan was OCR'd, try copying some text from the document and pasting it into Word. If you can successfully paste the text you copied, your document has been OCR'd, but you should check a few things.
- Is If there isn't any text in the document, please open a ticket with the help desk explaining that the Canon copier is not OCRing documents.
- How accurate is the text? If there are significant errors with the accuracy or the reading order, please flag the document for the accessibility team.
- Look for how easy or hard a document will be when someone needs to listen to it with assistive technology.
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Alternatively, navigate to the Tools menu → Customize → Action Wizard
One One of the first options on the Action Wizard Actions List is to Make Accessible. Follow the steps. This will work for about 70% of documents.
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