PDFs & Documents

PDFs and documents should be used only when absolutely necessary.

While they may feel convenient, they often create accessibility barriers, perform poorly on mobile devices, and are difficult to translate or update.

Whenever possible, share content as native text on a webpage, in a learning platform, or in an email. If a document must be used, it must be created with accessibility in mind from the start—using proper headings, readable structure, alt text, accessible tables, sufficient color contrast, and an accessibility check before sharing. Scanned or image-only documents should never be shared digitally.

Why This Matters

PDFs often create barriers and are difficult to maintain. Web content is almost always a better option.

Do

• Avoid sharing essential information only in downloadable files (especially PDFs).
• Host the content directly on web pages or email-based platforms when possible.
• If files are needed, ensure they are designed for accessibility (e.g., tagged PDFs, accessible fonts, etc.).

Don’t

• Don’t utilize PDFs to provide important information unless no other format can convey the information. 
• Do not upload scanned documents - they cannot be read by screen readers or translated.

Resources

 

Dos

• Share content as native text whenever possible. Posting information directly on a webpage or in a learning platform allows content to reflow for different devices, work with screen readers, and translate automatically.
• Use simple images paired with plain text descriptions. If you need a visual (such as a graphic or flyer-style image), include the full information in text alongside it.
• Only use documents when absolutely necessary. Some situations (formal reports, internal workflows, forms) may require documents—but they should be the exception, not the default.
• Design documents with accessibility in mind from the start. Use built-in headings, lists, table tools, alt text, and accessibility checkers in Word, Google Docs, or Adobe tools.
• Check accessibility before sharing. Always run an accessibility check and correct issues before uploading or distributing a document.

Don't

• Don’t post PDFs or flyers on public websites, newsletters, or social media. These formats create barriers for screen reader users, mobile users, and multilingual families.
• Don’t upload scanned documents or image-only PDFs. Scanned files without selectable text are completely unreadable by screen readers.
• Don’t rely on color alone to convey meaning. Color should always be paired with text or icons that are accessible.
• Don’t use tables for layout. Tables should only be used for data, with clear headers—not for organizing page content.
• Don’t assume an “accessible PDF” solves the problem. Even well-tagged PDFs can behave inconsistently across devices and assistive technologies.

Documents should be used sparingly and created accessibly.