When you’re adding downloadable documents to your website, one of the first questions you might ask yourself is, “Should I use a Word file or a PDF?” Both options can work, but there are key differences when it comes to accessibility and the experience for your visitors.
PDFs tend to be more accessible for documents posted on a website. However, most mobile devices don’t support the tagging structure that allows a PDF to be accessible. Microsoft Word is generally easier to navigate on mobile devices, but documents with detailed formatting need to be redesigned to be accessible on both desktop and mobile.
While there’s no strict rule on which format you should use, you want to ensure the documents you add to your website are as user-friendly as possible. PDFs often win because they’re widely supported and don’t require special software to open. However, Word files can still be a good choice in certain situations, especially if users need to edit or fill them out.
That’s why we’d like to talk about the pros and cons of each format so you can choose what works best for your website and audience.
Which Should You Use for an Accessible Document, Word, or PDF?
For many years, Microsoft Word was the standard for creating documents on almost every computer. It was easy to use and made sharing content simple. PDFs have been around just as long, but they’ve become even more valuable as more people browse on mobile devices or move away from Microsoft products.
As more information is shared online, Word documents and PDFs continue to be the two most common formats. Some users prefer Word files for their familiarity and ability to edit, while others rely on PDFs because they maintain formatting and are easy to open on most devices.
Why Many Say That PDFs Are More Accessible
PDFs are often preferred for website accessibility because they work as independent documents. Once created, they aren’t tied to the software used to make them, which makes them easy to share and open on almost any device.
A properly structured PDF also supports accessibility features like tagging and reading order. This helps people using assistive technology, such as screen readers, understand the document’s content and hierarchy.
Some people still choose Word documents, usually because they’re more familiar with the format or aren’t sure how to create an accessible PDF. The good news is that it’s easier than ever to convert Word files to accessible PDFs, thanks to built-in tools and free resources available online.
How Do I Make a Document More Accessible?
No matter which format you choose, making your documents accessible is one of the best ways to ensure your content works for everyone who needs it. Accessibility helps visitors understand your content more clearly and also supports best practices for search and marketing.
There are a few simple steps you can take when creating or editing your documents to improve accessibility:
- Use proper headings
- Apply consistent formatting
- Add descriptive hyperlinks
- Follow basic SEO and accessibility practices
By building accessibility into your process, you make your documents easier to understand for people using assistive technologies and improve how search engines interpret your content.
Both Word documents and PDFs include tools for adding these features. PDFs are often preferred for sharing online because they can include hyperlinks, structured formatting, and other elements in one file without losing their layout.
Pros and Cons of Using Word Documents
Microsoft Word remains one of the most widely used programs for creating documents. It’s a staple in professional, academic, and personal settings. While it’s familiar and versatile, there are clear advantages and disadvantages when it comes to using Word files for website accessibility.
Pros
- Easy for beginners to learn and use.
- Built-in editing tools make it simple to format content.
- Supports images, tables, and other basic design elements.
- Includes templates to speed up the creation process.
- Integrates smoothly with other Microsoft Office programs.
Cons
- Less convenient for users who primarily browse on mobile devices.
- Templates can make documents look generic or overly familiar.
- Limited support for certain symbols or specialized languages.
- Auto-formatting can sometimes interfere with accessibility or layout needs.
Pros and Cons of Using PDF Documents
PDFs have become a go-to format for sharing content online. They’re easy to create, widely supported, and preserve your layout exactly as intended. However, like any format, they come with their own set of advantages and challenges when used for accessible website documents.
Pros
- Opens on almost any device without requiring special software.
- Most operating systems include a built-in PDF reader.
- Compact file sizes make them easy to store and share.
- Customizable security settings help prevent unauthorized changes.
Cons
- Editing requires specialized software, which can be costly.
- Complex changes, like reformatting or adding accessibility tags, can be time-consuming.
- Some PDFs are created as image-only files, which aren’t readable by assistive technology until converted.
- Converting documents from other formats can sometimes cause layout or tagging issues.
Are All PDFs Accessible?
Even though PDFs are often the preferred format for sharing documents online, not every PDF is automatically accessible. A PDF is only considered to be accessible if it can be seen and accessed by everyone, including those with disabilities. To meet accessibility standards, a PDF must follow specified guidelines, such as proper tagging, accurate reading order, and alternative text for images.
When are Word Documents Preferable to a PDF?
In some situations, Word documents may still be the better choice. This is especially true if you’re sharing files that others need to edit, such as collaborative drafts, forms that will be filled out offline, or templates meant for internal use.
For documents posted publicly on your website, though, Word files aren’t ideal. Public-facing downloads should be protected from unwanted edits, which is why accessible PDFs are usually the preferred option. A properly tagged and secured PDF ensures your content is both consistent and accessible for anyone who needs it.
Can a Screen Reader Read a PDF?
Even if you create a PDF with accessibility in mind, it won’t automatically work perfectly with every screen reader. Many accessibility issues happen because the PDF wasn’t properly prepared or tagged, which can make it difficult (or even impossible) for assistive technology to interpret the content.
When a PDF is built correctly, however, most modern screen readers can read it without issue. If you’re working with scanned documents or image-only files, tools like Adobe Acrobat Pro can run optical character recognition (OCR) to convert the text into a readable format. This step is essential for making older or scanned PDFs accessible in 2025 and beyond.
How to Turn a Word Doc into an Accessible PDF
If you prefer to create your document in Word and then turn it into an accessible PDF, it is relatively easy.
Follow these simple steps:
- Go to File > Save As and choose PDF from the available file types.
- Before saving, click on Options and check the box labeled Document structure tags for accessibility.
- On a Mac, choose Best for electronic distribution and accessibility under the Options menu to ensure proper tagging.
These steps create a tagged PDF directly from Word, which is a strong starting point for accessibility. If your document includes complex elements like tables or charts, you may still need to fine-tune it in Adobe Acrobat Pro after conversion.
How Do I Know if My Document is Accessible?
If you’re creating an accessible document for the first time, it can be hard to know if you’ve done it correctly. Fortunately, Adobe Acrobat Pro includes tools to help you check your work. The quick check feature under “Prepare for Accessibility” in the tools pane can identify whether your PDF is tagged properly and highlight common accessibility issues.
Here are the steps to perform a full accessibility check on your document in Acrobat Pro (2025).
- Open the Accessibility tool from the Tools menu by clicking “Prepare for Accessibility.”
- Click “Check for Accessibility” or “Full Check”, depending on your version.
In the Accessibility Checker dialog box, check “Create Accessibility Report” and “Attach report to document” if you want to keep a copy of the results with your file.
Choose which accessibility elements you’d like to evaluate under Checking Options.
- Click “Start Checking”. Acrobat will generate a detailed report and mark any issues directly within your document.
Final Thoughts
Creating accessible documents isn’t just about meeting guidelines; it’s about making sure everyone can access the information you’re sharing. With today’s tools, it’s easier than ever to add features like proper tagging, alt text, and structured formatting so your documents work for all users, including those who rely on assistive technology.
Both Word documents and PDFs can meet accessibility standards when built correctly. Choosing between them often depends on your comfort with the software, the type of content you’re sharing, and how your audience will use it. PDFs are great for consistent layouts and public downloads, while Word files work well for editable or collaborative documents.
If you’re looking for help with ADA compliance, White Whale Web specializes in website and document accessibility. We can review your site, create accessible files, or guide you through the process step by step. For additional tips and resources, visit our accessibility resource page.