Using PDF and Third-Party Tools

Things to Consider Before Adding a PDF

Consider evaluating whether the content of the document could be converted directly into a web page.

To ensure accessibility and a better user experience, please follow these guidelines:

• If your document is 10 pages or fewer, consider converting it into web content rather than uploading a PDF. This improves accessibility and makes the information easier to find and read.

• If your document exceeds 10 pages, consult your school's communicator or Health Sciences Communications to explore the most appropriate options, such as structured web pages or using third-party software that enhances usability.

Converting a PDF directly into a web page is the preferred method of displaying such content on our websites. Displaying your content in a web page will greatly improve the chances of that content being accessible and search engine-friendly. That said, the content on all webpages must follow accessibility best-practices, including being structured properly using appropriately-ordered headings.

While having content available in a web page is preferable, the following document types should be converted to PDFs for use on our websites, since all modern browsers have methods of displaying PDF documents and not all users of a website might have the required programs available on their device to open these documents:

• Plain text files (.txt)

• Microsoft Word documents (.doc, .docx)

• Microsoft Excel spreadsheets (.xlsx, .xslt)

• Google Docs

• Google Sheets

Creating a PDF in a responsible way

If your document must remain a downloadable document, it is important to keep in mind that PDF documents, just like any other web content, should be created using accessibility best-practices. PDFs created by scanning in physical documents should be avoided, as these typically do not contain the necessary features required of an accessible PDF. Instead, export PDFs from the program used to create the original document (i.e., Microsoft Office programs, Google Docs and Sheets, etc.). Using this method to export the document will usually mean the resulting PDF will contain the necessary structure and tags that are used by assistive technology.

Third-Party Tools in Websites

The use of third-party tools in WVU Health Sciences Websites must be reviewed by the Health Sciences Communications Digital Team. Even upon approval, troubleshooting these services will not be supported by the Health Sciences Communications Digital Team. We reserve the right to deny use of tools should they been deemed inaccessible or not usable.