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Document decision tree

The following form will step you through a series of questions to help identify the most accessible way to deliver your document. Based on selections, additional questions may be asked or recommendations made.

Format considerations: Pros and cons

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).

Decision tree questions

What is the document type?
Is the form meant to be printed and filled out?
Is the content any of the following: primarily for web-based consumption, or will be updated regularly?
Does the document require any of the following: a fixed layout like a flyer, precise formatting like a report, or printability for legal/archival purposes where the fidelity to the original is paramount (including signatures or seals)?
Is the document primarily text-based, intended for easy editing, collaboration, or sharing for feedback?

Deliver the document in the original PowerPoint format, ensuring that it follows accessibility best practices. It is not recommended to post a PDF of a slide deck. Slides do not have standard document structure that is needed to make an accessible PDF, and exporting to PDF will require significant edits in Acrobat Pro to be accessible.

  • 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).
Learn about accessible PowerPoint files
PowerPoint accessibility checklist

Deliver the document in the original Excel format, ensuring that it follows accessibility best practices. It is not recommended to post a PDF of a spreadsheet. Spreadsheets do not have standard document structure that is needed to make an accessible PDF, and exporting to PDF will either require significant edits in Acrobat Pro to be accessible, or may contain content that cannot be made accessible at all.

  • Pros: Complex calculation and data analysis are built in features, and it displays large sets of data.
  • Cons: Requires significant remediation if converted to PDF, and depending on the browser may require download to view. It 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).
Learn about accessible Excel files
Excel accessibility checklist

Deliver the document in a PDF format, ensuring that it is properly tagged for accessibility. If print is a primary need, consider offering an accessible HTML version alongside the 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.
Learn about accessible PDFs
PDF accessibility checklist

Deliver the document in a PDF Form format, ensuring that it is properly tagged for accessibility. PDF Forms must be created from an accessible PDF, with form fields not added until the PDF is accessible.

  • 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.
Learn about accessible PDFs
Learn about accessible PDF forms
PDF accessibility checklist

Deliver the document in the original Word format, or other accessible word processing formats like Google Docs. Ensure proper use of headings, lists, and alternative text for images.

  • 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).
Learn about accessible Word documents
Word accessibility checklist

Most of the time HTML will be the best choice to deliver information or forms. A document that is converted to a web page in your Content Management System or Learning Management System will be more accessible immediately, and will be much easier to update in the future, as adding or removing text will not affect accessibility. An online form through a tool like Microsoft Forms or Google Forms will have built in accessibility features, and will also be easier to update in the future.

  • 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.

Re-evaluate the content's purpose and consider if it could be better presented in a different format or if HTML is more appropriate.