![]() We subscribe to the Adobe Creative Cloud suite, which gives us Photoshop, Lightroom, Acrobat, and something called InDesign. Here at MrExcel, we publish books under the Holy Macro! Books imprint. But then I would have to choose Row 3, Print, Choose Row 4, Print, Row 5, Print, and this is never going to work for 750 employees. Choose Row 2 and I could print the first employee. I wasted the time to add fields to the PDF, imported the spreadsheet, and then was disappointed to find out that I could only fill one form at a time. There is a an Import Data option under Tools, Forms, More Form Options. You would think the full version of Acrobat would offer a way to populate a form using a mail merge. This took forever, and when printed, the screen clippings looked horrible.įailed Attempt 2: Use Adobe Acrobat. ![]() I was surprised that the best solution to this process is using Adobe InDesign! But first, let me recap my two failed attempts:įailed Attempt 1: I tried replicating form LS54 in Excel using a series of Screen Clippings to wrap around the cells that would contain the fields in Excel. While the process for doing a mail merge from Excel to Word has been documented at MrExcel ( ), can you do a mail merge from Excel to a PDF? How can you use Excel to prepare hundreds of such documents for your employees? The State of New York provides a blank copy of this form as a password-protected PDF. This means that millions of copies of form LS 54S or form LS54 – Notice and Acknowledgement of Pay Rate must be sent to workers. On the contrary, you are liable to make your content less accessible if you do.On January 1, 2018, the minimum wage in New York City increases to $13.50. ![]() But fixing them in Acrobat is quick and easy (once you are familiar with the process) so there really is no need to avoid merging cells when you need to. Yes it’s true that complex Word-authored tables are a problem, out of the box. In a PDF, the above table (and more complex ones besides), if formatted correctly, will work fine in both JAWS and NVDA. For example, the table below would have to be divided in to four separate tables: one for Red team 2020, one for Blue team 2020, one for Red team 2019, and one for Blue team 2019.īut forcing readers to navigate between multiple tables will make it more difficult to make comparisons between different categories of data (in this case teams and years), thus rendering the content less usable and less accessible. In order to dispense with merged cells you will be forced to break tables into multiple smaller units. Suffice it to say that it’s a relatively simple and straightforward process, once you are familiar with it. There are plenty of guides around on how to tag tables in Acrobat, so I won’t reproduce the information here (these include, or my ageing but still relevant ebook Design and build accessible PDF tables). They automatically get the correct column or row span attributes when exported to PDF (although row headers and scope attributes will need editing). Merged header cells in InDesign-no problemīy contrast, header cells that are merged in InDesign will cause no problems at all. Such cells will need to be fixed after the document has been exported to PDF, along with headers and scope which are both likely to need fixing in all but the simplest of tables. ![]() (The shortcomings of MS Word in this respect are perhaps the source of people’s concerns about PDF data tables). Although Word 2003 used to get merged cells right (sort of), all subsequent versions don’t. Unfortunately, MS Word doesn’t do a great job of generating column span or row span attributes. Figure 1: Table header cell attributes dialogue box in Acrobat Pro Merged header cells in MS Word-need repair Without this, the wrong headers are liable to be read out before each data cell, thus rendering the content unintelligible. (in the case of merged cells) have an appropriate column span or row span attributeįor a merged header cell to “know”, for example, that it spans two columns, it must have a ColSpan (column span) attribute with a value of 2.have an appropriate scope attribute (column or row).“Correctly formatted” in this context means that a header cell must: When navigating around a correctly formatted table, a screen reader user will hear the appropriate column or row headers being read out before the data value for any given cell. Taking it at face value could do more harm than good. This advice needs a fair bit of qualification. I often hear from organisations who have been advised, for accessibility reasons, to avoid merging cells in tables in PDFs. ![]()
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