Office Files

Office files should support the website, not replace it. Section508.gov specifically notes that PDFs are often not the most accessible or mobile-friendly option and that HTML should be prioritized, with PDFs used only when necessary. Scanned PDFs are not inherently accessible, and inaccessible documents need an equivalent accessible version such as HTML or another accessible file format. 

 

Decide whether this should be a webpage or a file

Use a webpage when the information is mostly text, changes often, needs to be read on a phone, or is central to a user task such as deadlines, instructions, contact details, or policy summaries. Use a file when users truly need a printable handout, a downloadable form, a spreadsheet, a slide deck, or an official document that must retain document formatting. When in doubt, publish the main summary as HTML and offer the file as a secondary option. 

 

Use a webpage when:

  • the content will be updated regularly

  • users need to scan it quickly

  • the page contains deadlines, instructions, or contact information

  • the content should be easy to search and link to directly

 

Use a file when:

  • the document must be printed or downloaded

  • the content is a spreadsheet or presentation

  • the document is an official record that must preserve format

  • the user is expected to keep a copy offline

 

Name and link files clearly

File links should be descriptive and make sense out of context. Avoid raw URLs, “click here,” and generic phrases such as “download form.” Name the document, then add file type and size when helpful.   

 

Examples

  • Student handbook (PDF, 1.8 MB)

  • Budget request template (Excel, 92 KB)

  • School of Nursing orientation slides (PowerPoint, 3.4 MB)

 

Minimum requirements for all office files

Office files should follow the same core rules used on webpages: meaningful headings, descriptive links, accessible tables, text alternatives for meaningful images, sufficient color contrast, and clear language. Before publishing, use the application’s accessibility checker and fix issues in the source file before exporting or uploading the document. Section508.gov maintains separate authoring and testing guidance for Word documents, spreadsheets, presentations, and PDFs, which is a good reminder that each format needs its own review.   

 

Word documents

Use built-in heading styles, real lists, and real tables so the document has structure. Do not rely on visual formatting alone to communicate hierarchy. Check link text, image descriptions, and table headers before exporting or sharing the file. If the final deliverable will be a PDF, start with an accessible Word document first.   

 

Excel files

Use spreadsheets for data, not for long narrative instructions. Keep worksheet names clear, use simple table structures, identify header rows, and avoid merged or split cells whenever possible because they make accessible table relationships harder to maintain. 

 

PowerPoint files

Use slide layouts instead of building slides from scattered text boxes on a blank slide. Accessible PowerPoint guidance emphasizes simple layouts, readable fonts, strong contrast, descriptive slide titles, and correct reading order because assistive technology reads slide content according to layout and object order. 

 

PDFs

Only publish a PDF when PDF is actually needed. Save a tagged PDF from the source document rather than using “Print to PDF,” because printing generally drops document structure tags. Then verify the PDF title, tags, reading order, tab order, alternative text, and language settings before publishing. Accessibility permissions should allow content copying for accessibility tools. 

 

Scanned documents

Do not post image-only scans as if they were accessible documents. Scanned pages require OCR and additional remediation, and some documents are better republished as HTML or rebuilt from the source file. When possible, use digital signatures instead of posting handwritten signatures as scans.

 

Before publishing

Use this quick review before posting an office file:

  • A webpage was considered first.

  • The file link uses the document name, file type, and size when useful.

  • The source file passes the built-in accessibility checker.

  • Headings, links, tables, and images were reviewed.

  • PDFs were exported as tagged PDFs.

  • Scanned documents were remediated or replaced.

 

Related guidance: Links, Tables, Image Files, Page Title, and Page URL.