Use this guide to choose the right format for your content while ensuring your content meets federal accessibility requirements (Section 508/ ADA Title II). Format options include HTML page, Google/Microsoft document, spreadsheet, slide deck, or PDF.
General principles
- Accessibility first: All online content must be accessible to people with disabilities.
- Findability: Key information belongs on web pages, not hidden inside downloads.
- Maintainability: Web pages are easier to update and keep current.
- Usability: Deliver content that’s mobile‑friendly and doesn’t require special software.
Format options
When to use a standard HTML webpage
Choose an HTML page when your content is primarily meant for campus or public audiences, needs to be searchable, or will be updated over time.
When a Google/Microsoft document is appropriate
Use Google Docs or Microsoft Word when collaboration and tracked edits are essential, or when the file is meant to be downloaded or printed.
When to use a spreadsheet
Use Google Sheets or Excel only for true tabular data that requires formulas, sorting, filtering, or user manipulation (e.g., budgets, datasets).
When to use a presentation
Use Google Slides or PowerPoint for teaching or presentations, or when sharing slides for download.
When a PDF Is acceptable—and when it’s not
Use PDF only when a fixed, printable format is required (official forms, signed policies, publications). PDFs must be fully accessible.
Decision flow: Choose the right format
- Is the content public‑facing text or info for web visitors? → HTML page.
- Is it a collaborative working file? → Google/Word (make accessible).
- Need formulas or user manipulation? → Sheets/Excel.
- Is it a visual talk deck? → Slides/PowerPoint.
- Is a fixed, printable layout required? → Accessible PDF.
Summary table
| Purpose | Recommended format | Accessibility notes |
|---|---|---|
| General information, annoucements, instructions | HTML page | Most accessible and maintainable |
| Collaborative editing, internal reports | Google Doc/Word | Heading styles; alt text; accessibility checker |
| Data and calcuations | Google Sheet/ Excel | Header row, avoid merged cells, chart alt text/summary |
| Visual presentations | Google Slides/Powerpoint | Use layouts; slide titles; alt text; contrast |
| Printable official form or approved policy | Accessible PDF | Tagged PDF; reading order; searchable text |
Need assistance?
The WordPress Support Team is available to answer any questions, review your content to ensure you choose the right format, and test accessibility before publishing.
Contact the WordPress Support Team through the OIT Help Desk at (208) 426-4357 or helpdesk@boisestate.edu.