On this page:  Document Title I Other Headings

Document Title (QS-3)

The Issue:

Upon selecting the first <P> (Paragraph) tag in the tree, you will note in the PDF that the text “The Annual Tuesday, Wednesday, & Thursday” is highlighted.  This appears to be only part of the document’s title.  Selecting the second <P> tag in the tree highlights the rest of the title, “Rock on, D.C.” Music Festival.  Apparently, there are two issues which need to be addressed regarding the document title.

1. First, the title of a document should always be tagged as a Heading Level 1 <H1> not a paragraph.

2. Second, the entire text of the title (The Annual Tuesday, Wednesday, & Thursday “Rock On, D.C.” Music Festival) should be contained within a single tag and not spread across multiple tags.

The Solution (Advanced Version): 

  1. Select the first <P> tag,Selecting and Merging Tags in the CommonLook PDF GlobalAccess Tag Tree
  2. Hold down the Shift key on the keyboard,
  3. Select the second <P> tag and release the Shift key.
  4. Right click on one of the selected <P> tags,
  5. From the context menu, choose Merge Tags or use the keyboard shortcut (Ctrl+M). Note that keyboard shortcuts are listed to the right of menu commands for which a keyboard shortcut is available.

Figure Selecting and Merging TagsScreen shot showing two paragraph tags selected in the tag tree and the context menu open with the option to merge tags.

  1. Select the <P> tag that now contains the text of the document title.
  2. Select the Convert Tag tab in the Ribbon,
  3. Select the H1 icon to convert the merged <P> to a Heading 1 tag (or press Shift+1 to convert the tag to an H1).

Figure Converting to H1

Screen shot of the Convert Tag Tab, Heading level 1 in the Basic Group, and the paragraph tag to be converted in the tag tree. Note:  When the <P> tags were merged they were opened to reveal the text inside the tags.  Select the H1 tag that contains the title and use the left arrow on the keyboard (or click the arrow to the left of the H1 tag in the tree) to close the tag.  Closing individual tags when not working with them will help to keep the Tag Tree from looking too cluttered.

The Solution (Standard Version):

  1. Click on the arrow to the left of the first <P> tag (this opens the tag to show the text element inside – the text element contains the individual text runs that make up the words in the document),
  2. Click on the arrow to the left of the second <P> tag,
  3. Click on the text element in the second <P> tag,
  4. Click and hold on the same text element (in the second <P> tag) and drag it into the first <P> tag, below that tag’s text element,
  5. Release the mouse button.
  6. Verify that the text elements have been placed in the correct reading order by clicking on the first one and then the second one to make sure that they will be read correctly.  If not, use Undo (Ctrl+Z) to undo the move and try again.  Screen shot of the tag tree showing one paragraph tag opened and two text elements in the correct reading order inside. In the physical view, the entire title is highlighted.
  7. Click on the <P> tag that now contains both text elements,
  8. Click on the Convert Tag tab in the Ribbon,
  9. Click on the H1 icon to convert the <P> tag to a Heading 1 tag (or press Shift+1 to convert the tag to an H1).
  10. Click the arrow to the left of the newly converted H1 tag to close it again.

Other Headings (QS-4)

The Issue: 

Heading levels are used like bookmarks in a PDF. These Headings can be searched by screen readers.  A document without heading levels is far less “user friendly” than a document that has tagged headings.  A quick scan of the tag tree shows that the only structural tags currently being used are <P>, <Figure>, and <Table> (aside from the H1 created in the previous section).  However, when looking at the document in the Physical View, major sections are indicated by text with headings such as “Dates and Ticket Prices,” “Location,” and “Participating Vendors.”  These section headings are natural headings and should be marked as second level headings (H2) because they are major sections of the document but subordinate to the title (marked as an H1).

The Solution:

  1. Use the down arrow on the keyboard to navigate down the tag tree until the <P> tag containing the text for “Dates and Ticket Prices” is selected.  (As tags are selected in the Tag Tree, the text in the Physical View is highlighted – this helps to ensure that the correct tag is being selected.)
  2. Use the keyboard shortcut Shift+2 (pressing the Shift Key and the number 2 at the same time) to convert the <P> to an <H2> tag.
  3. Repeat the process for “Location” and “Participating Vendors.”Screen shot showing a paragraph tag in the tag tree and the associated text is highlighted in the physical view of the document. The text that is selected should be converted to a heading level 2.

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