Accessible PDF Files

PDFs are not the best way to distribute content on the web. When possible, we encourage the use of accessible web pages and source document formats, rather than PDFs. 

Compared to other digital formats, PDFs are more difficult and labor-intensive to make fully accessible and to maintain as content changes.

The following decision tree can help you decide what to do with an inaccessible PDF, and which format is best suited for the content in it.

Question 1: Is this an existing PDF or new content?

• Existing PDF: Is the PDF still in use?
  • Yes: Continue to question 2.
  • No: Consider removing (deleting) or archiving this PDF.
• New Content: Continue through the decision tree to determine if a file type other than PDF will work for you.

Question 2: Is the content in this document updated or changed at least once per year (or more frequently)?

• Yes: Don’t use a PDF. Continue to question 3 to consider other file formats.
  • Note: Once you edit the source file of a previously remediated PDF, the accessibility formatting may be compromised. This means the PDF must be manually re-checked and fixed each time edits are made, which makes PDFs inefficient and more work (or cost) to maintain.  
• No: Continue to question 3.

Question 3: Was this file originally created in Microsoft Office?

• Yes: Do you have access to the original source document for the PDF?
  • Yes: Share, post, or publish the original Microsoft Office file once making it accessible, per our accessible documents guides. It is much easier to make these files accessible than it is to remediate them as PDFs.
    • Note: If you are using a PDF because the file needs to be distributed in a protected or locked format, you can share Microsoft files as “read-only” to communicate that the document should not be edited.
  • No: Consider exporting your PDF to Microsoft Word or PowerPoint via Adobe Acrobat. After reviewing and remediating the file, share the accessible version.
• No (or don’t know): Continue to question 4. 

Question 4: Is this a text-based document that can live in Canvas or on a WWU website?

• Yes:
  • Content for a course in Canvas: Using the Canvas text editor, transfer the content into your course, run the accessibility checker, and fix issues as needed.
  • Content for a website: Is the content for broad use at WWU or for the general public?
    • Yes: Transfer the content directly into the appropriate website.
      • Contact the designated web editor of the appropriate website for assistance adding content to webpages. If you aren't sure who maintains a site or need assistance, please email webhelp@wwu.edu.
    • No: Continue through the decision tree to consider other options for this content.
• No: Continue to question 5. 

Question 5: Is this PDF a form with fillable fields?

• Yes: Was the form created by your department?
  • Yes: Reach out to webhelp@wwu.edu to help figure out the format best suited for the form content.
  • No:
    • If this is an external PDF form that is produced by a government agency (ie. tax forms, legal documents), then link to the form on the government site, rather than posting the PDF directly on a WWU site.
• No: Continue to question 6. 

Question 6: Is this file used as an infographic or flyer?

• Yes: Is it being shared in an email or a Marketing and Communications message?
  • Yes: If you are distributing the PDF as an email attachment, ensure it is accessible and make sure to also include the text and important information inside the body of the email or message, so everyone can access the information.  
    • For social media posts, attached files or images should have alt text.
    • If you link to the PDF from a mass email, continue to question 7.
  • No: Was it created in Adobe InDesign, Adobe Express, or Canva?
    • Yes: Using accessibility features within Adobe InDesign can help reduce the effort of remediating a finished PDF in Acrobat. Canva has some accessibility features, including PDF auto-tagging, but they are not PDF/UA-2 or WCAG conformant and will still require manual remediation.
    • No: Use Adobe Acrobat or Equidox to fix the PDF. Or, contact one of our approved PDF remediation vendors.
• No: Continue to question 7.

Question 7: Does this document need to be printed?

• Yes: If providing a PDF for printing purposes only, identify to the recipient of the file that it is “For Print Only.” You should also include "for-print-only" as a suffix in the PDF file name.
  • Note: don't add the print version to a public-facing website or page. Any documents hosted and linked on websites must comply with accessibility requirements.
  • If another version exists for digital distribution (webpage, Word document, email, etc.), make sure all the information in that version is accessible.
• No: Evaluate the PDF for accessibility and remediate if needed.
  • Work with your Accessibility Coordinator to see if there is someone in your department that can review and remediate the accessibility of the PDF for you. If not, contact one of our PDF Remediation Suppliers.

Question 8: You have determined that the document must remain a PDF.

• Creating a new PDF: Follow the "Getting Started" steps in our Accessible PDF Documents guide.
• Remediating an existing PDF:
  • For quick PDF fixes, use the PDF Quick Fix guide.
  • We offer access to a PDF remediation tool called Equidox, which can help in making remediation easier. If you'd rather contract with a vendor, contact one of our approved PDF remediation vendors to fix the PDF at the unit’s expense.