Digital documents shared on university websites must be accessible to people with disabilities. This includes PDFs, Word documents, PowerPoint presentations, spreadsheets, and other downloadable files.
Before publishing a document online, consider whether the information needs to be shared as a document at all. In many cases, presenting the information directly as web content provides a better and more accessible experience. UMB’s web templates include built-in accessibility features, work well with assistive technologies, and allow content to be viewed immediately without requiring users to download a file.
Downloadable documents should generally be reserved for materials that are intended to function as standalone files, such as printable forms, official records, reports, guides, or booklets.
When documents are used on university websites, they must meet accessibility requirements before being published.
Use Web Content When Possible
Whenever possible, present information as a webpage instead of a downloadable document.
Webpages are usually the better option when the content:
- is primarily informational or explanatory
- needs to be updated regularly
- is intended to be read online rather than printed
- is part of a larger website experience
Web content is easier to navigate, works better with assistive technologies, and provides a more seamless experience across devices.
If the information can be effectively presented as web content, it is generally preferable to avoid using a downloadable document.
Sharing Source Documents Online
Documents created in applications such as Word, PowerPoint, Excel, or other authoring tools support accessibility features and can be made accessible. However, these source files are usually not the best format to share directly on websites.
Unlike web content, these files typically require users to download the document and open it in a separate application. Users may need Microsoft Office or compatible software installed on their device, which can interrupt the browsing experience and create unnecessary barriers.
For this reason, it is generally better to present information directly as web content when possible, or to provide an accessible PDF when a downloadable document is appropriate.
Instructions for PDFs
PDFs are one of the most common document formats used on university websites. Because PDFs are not inherently accessible, they must be created and reviewed carefully before being posted online.
PDF Accessibility typically involves the following processes:
- Checking the accessibility of the PDF
- Creating accessible PDFs from source files
- Remediating accessibility issues when necessary
Check PDF Accessibility
Before posting a PDF to a website, run an accessibility check to identify potential issues.
Automated testing tools can help identify common accessibility issues such as missing tags, missing alternative text, or structural problems.
Examples include:
Automated testing helps identify many accessibility issues, but it cannot detect all problems. For example, a tool may confirm that a PDF contains tags but cannot determine whether those tags accurately represent the document structure.
Because of this, automated checks should always be followed by manual review and remediation when needed.
Create Accessible PDFs from Source Files
The most effective way to produce accessible PDFs is to start with an accessible source document.
When creating documents in applications such as Microsoft Word or Adobe InDesign, use the accessibility features built into those applications. Proper use of headings, lists, tables, and alternative text will carry over when the document is exported as a tagged PDF.
Starting with an accessible source document significantly reduces the amount of remediation needed later.
Microsoft Word and other Microsoft applications
- Use built-in heading styles to structure content
- Add alternative text to images
- Use properly formatted tables
- Export the document as a tagged PDF
- Create Accessible PDFs with Microsoft Applications
Adobe InDesign
- Use paragraph styles to define document structure
- Ensure reading order is properly defined
- Export PDFs with tagging enabled
- Create Accessible PDFs with InDesign
- Best Practices for Accessibility When Working in InDesign
Remediate PDFs When Necessary
If accessibility issues remain after exporting the PDF, they must be corrected through remediation.
PDF remediation typically involves:
- correcting document tagging and structure
- fixing reading order
- adding alternative text to images
- ensuring tables are properly tagged
- marking decorative elements as artifacts
- verifying color contrast and link accessibility
UMB uses tools such as:
- Adobe Acrobat Pro for manual remediation and accessibility checking
- Equidox for automated remediation and advanced accessibility workflows
Depending on the complexity of the document, remediation may require manual review to ensure the document works properly with assistive technologies such as screen readers.
Other Document Types
Accessibility requirements also apply to other document formats that may be shared online, including Word documents, PowerPoint presentations, and Excel spreadsheets.
When creating these documents, use the accessibility features available in Microsoft Office to ensure the content is structured properly and usable by assistive technologies.
