Document Format Decision Tree

Find the most accessible format for your content and discover the pros and cons of each format type.

Prioritize HTML for web-based content whenever possible due to its inherent accessibility advantages.

Use PDF when a fixed layout or print fidelity is essential, ensuring accessibility requirements are followed for PDF.

Use Word for internal collaboration or simple, easily editable documents, again ensuring accessibility requirements are followed for Word.

PowerPoint and Excel documents should be posted in their native format – PDF conversion is not recommended.

Document Decision Questions

Question 1: Is the document a form?

• Yes:  Go to Question 2.
• No: Go to Question 3.

Question 2: Is the form meant to be printed and filled out?

• Yes:  Use PDF, ensuring it is created and tagged for accessibility.
• No: Use HTML.

Question 3: Is the document a slide deck?

• Yes:  Use PowerPoint, ensuring it follows accessibility best practices. We do not recommend posting a PDF of a slide deck.
• No: Go to Question 4.

Question 4: Is the document a spreadsheet?

• Yes:  Use Excel, ensuring it follows accessibility best practices. We do not recommend posting a PDF of a spreadsheet.
• No: Go to Question 5.

Question 5: Is the content primarily for web-based consumption and interaction and will be updated frequently?

• Yes: Use HTML.
• No: Go to Question 6.

Question 6: Does the document require a fixed layout like a flyer, precise formatting like a report, or is it intended for print or legal/archival purposes where fidelity to the original is paramount (including signatures, seals, etc.)?

• Yes: Use PDF, ensuring it is created and tagged for accessibility. If print is a primary need, consider offering an accessible HTML version alongside the PDF.
• No: Go to Question 7.

Question 7: Is the document primarily text-based, intended for easy editing, collaboration, or sharing for feedback?

• Yes: Use Word (or other accessible word processing formats like Google Docs), ensuring proper use of headings, lists, and alternative text for images.
• No: Re-evaluate the content's purpose and consider if it could be better presented in a different format or if HTML is more appropriate.

Format Considerations

HTML:

• Pros: Highly accessible by default, responsive to various screen sizes, easily searchable, allows for interactive elements, simplest to update and maintain.
• Cons: Less suitable for documents requiring precise fixed layouts or print fidelity.

PDF:

• Pros: Preserves fixed layouts, ideal for print, legal documents, or complex designs where visual consistency is critical.
• Cons: Requires careful creation and tagging for accessibility, can be challenging to update, less flexible for responsiveness across devices.

Word or similar word processing formats:

• Pros: Familiar for many users, easy to edit and collaborate, good for simple documents with moderate formatting needs.
• Cons: Depending on browser may require download to view, can present accessibility challenges if not created with accessibility features in mind (e.g., proper heading structure, alt text).

PowerPoint or slide decks:

• Pros: Microsoft PowerPoint’s built-in Accessibility Assistant catches most errors that can cause accessibility issues.
• Cons: Requires significant remediation if converted to PDF, depending on browser may require download to view, can present accessibility challenges if not created with accessibility features in mind (e.g., proper reading order, unique titles for each slide, alt text).

Excel or spreadsheets:

• Pros: Complex calculation and data analysis are built in features, displays large sets of data.
• Cons: Requires significant remediation if converted to PDF, depending on browser may require download to view, can present accessibility challenges if not created with accessibility features in mind (e.g., formatting data in tables, avoiding split, merged, and empty cells, alt text for charts and graphs).

Additional Resources

Sign up for ACCESS Office Hours  Accessibility Training Resource Center 

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