Decision Tree
Determining the best and most accessible document format for a specific situation can take some thought. Below are some of the most frequent considerations to help you decide on a preferable format:
- Does your document need to be printed?
- Yes:
- Provide all of the pertinent information in an accessible version such as a web page, Word Document, Google Doc, spreadsheet, etc.
- And provide a downloadable, print-ready PDF.
- Note: Many students are not printing documents, rather there is an increased use of mobile devices so it is imperative that documents are mobile friendly.
- Will the document be updated periodically?
- Yes:
- Add your content on a web page instead of in a document.
- See FAQ for the benefits of having a web page instead of a PDF for documents updated periodically.
- Is it primarily text and created as a text document (Word, Google)?
- Yes — and sharing restrictions are not a concern: maintain the original source document and share in that format.
- Yes — and sharing restrictions are a minor concern: Share source text document with sharing options restricted.
- Yes — sharing restrictions are a primary concern: Check with ITS to learn what tools and best security practices you should follow.
- Was it created as a PowerPoint or Google Slides presentation?
- If Yes, then share in an accessible version of this original format.
- Note: Sharing documents via Google Slides or Office 365 can allow you to keep those shared files up to date without resending to your audience.
- Tip: Provide a shortened link with a meaningful file name to make your shared document easier to access.
- Could your document be a webpage?
- If Yes, then utilize a webpage with real text to share your information. If no, use the tools suggested in Resources for Accessible Content to ensure accessibility.
- Refrain from posting images of documents. Instead: include real text on the website.