In terms of digital accessibility, a PDF (Portable Document Format) is one of the least accessible types of communication. Correcting a PDF for accessibility is complex and time-consuming. Even after they are corrected, PDFs can still be difficult to use for people with certain disabilities. Avoid creating PDFs if possible.
Instead, use an HTML document, such as a webpage or the body of an email. Web pages and emails can be among the most accessible document types by default, and they are also the simplest to check and fix for accessibility.
If you can’t use a webpage or email, then a Microsoft Office file is your next best option.
Planning to create a PDF? Follow our PDF decision tree to explore your options first.
1. Is this document going to be publicly available online?
Example: An announcement about an upcoming event.
| Yes | No |
|---|---|
| Don’t use a PDF. Create or update a UTHealth Houston webpage. Text, images, data tables, and more can be added to web content. Use accessibility tools to check and correct the content before sharing. Visit the Accessible websites page or contact the UTHealth Houston website team for help: [email protected]. |
Continue to Question 2. |
2. Is the document going to be updated later?
Example: Grant application instructions that are updated each academic year.
| Yes | No |
|---|---|
| Don’t use a PDF. If possible, share the information as a webpage. Visit the Accessible websites page or contact the UTHealth Houston website team for help: [email protected]. If a webpage or email is not an option, use a Microsoft Office file before a PDF. Visit the Accessible digital documents page or contact the EIR Accessibility team for help. |
Continue to Question 3. |
3. Is the document a fillable form?
Example: A patient experience survey.
| Yes | No |
|---|---|
| Use a dedicated form tool available though UTHealth Houston, such as Microsoft Forms. Use the built-in accessibility checkers and tools to improve the form’s accessibility. |
Continue to Question 4. |
4. Is this document for a class you are teaching?
Examples: An assignment description and rubric.
| Yes | No |
|---|---|
| Insert the document’s information directly into a Canvas page. Text, images, data tables, and more can all be recreated in Canvas. Visit the Accessible Course Content page for help. Alternatively, provide a link to an accessible digital version of the document, such as a webpage, digital textbook, or online journal. |
Continue to Question 5. |
5. Was this document created in Microsoft Office?
Example: A PowerPoint slide deck you are sharing with another department for feedback.
| Yes | No |
|---|---|
| Don’t use a PDF. Keep the document as the original file type, such as Word, Excel, or PowerPoint. Use Microsoft’s built-in accessibility tools to check and correct the document before sharing. Visit the Accessible digital documents page or contact the EIR Accessibility team for help. |
Continue to Question 6. |
6. Does this document require a visual presentation that cannot be changed?
Example: A legal document that must include the original signatures.
| Yes | No |
|---|---|
| It is appropriate to use a PDF. Use Adobe Acrobat’s accessibility tools to check and correct the document before sharing. Repeat this process every time the document is updated. Visit the Accessible digital documents page or contact the EIR Accessibility team for help. |
Don’t use a PDF. If possible, create the content as an email or webpage. Visit the Accessible emails page, the Accessible websites page, or contact the UTHealth Houston website team for help: [email protected]. If a webpage or email is not an option, use a Microsoft Office file. Visit the Accessible digital documents page or contact the EIR Accessibility team for help. |
7. Is this document for printing only?
Example: A flyer you are sharing to be printed and posted in a waiting room, and the flyer is not otherwise being distributed digitally.
| Yes | No |
|---|---|
| It is appropriate to use a PDF. Clearly indicate in the document’s file name and title that it is intended for printing only. However, also consider how you will share this information with people who can’t access the printed document. A webpage or email can provide an accessible version of the same information. Visit the Accessible emails page, the Accessible websites page, or contact the UTHealth Houston website team for help: [email protected]. |
Don’t use a PDF. If possible, create the content as an email or webpage. Visit the Accessible emails page, the Accessible websites page, or contact the UTHealth Houston website team for help: [email protected]. If a webpage or email is not an option, use a Microsoft Office file. Visit the Accessible digital documents page or contact the EIR Accessibility team for help. |
8. Is this document for one specific person and protected by a password?
Example: A personal account statement secured with a PIN (Personal Identification Number).
| Yes | No |
|---|---|
| It is appropriate to use a PDF. However, have a plan for providing accessibility accommodations if needed. |
Don’t use a PDF. If possible, create the content as an email or webpage. Visit the Accessible emails page, the Accessible websites page, or contact the UTHealth Houston website team for help: [email protected]. If a webpage or email is not an option, use a Microsoft Office file. Visit the Accessible digital documents page or contact the EIR Accessibility team for help. |
I’ve considered all the questions, and my document must be a PDF
If you cannot use any other document type, it is appropriate to use a PDF. Use Adobe Acrobat’s accessibility tools to check and correct the document before sharing. Repeat this process every time the document is updated.
Visit the Accessible digital documents page or contact the EIR Accessibility team for help.