There’s a long-running debate: should you publish reports as PDF or Word (.docx)? The real answer is: it depends on your workflow and whether accessibility tagging is maintained. This guide explains the trade-offs, the biggest pitfalls, and how to choose the right format for your audience.
TL;DR: A well-structured .docx is often easier for assistive technologies than a poorly tagged PDF. If you export to PDF, ensure it’s tagged and check reading order, headings, lists and tables. When in doubt, publish both: an accessible .docx and a properly tagged PDF.
How screen readers interpret Word vs PDF
- Word (.docx): When headings, lists, tables and language are correctly set, many screen readers navigate .docx reliably via structural styles.
- PDF: Requires correct tags and reading order. If a PDF isn’t tagged—or has an incorrect order—navigation becomes painful or impossible.
Pros and cons
Word (.docx): Pros
- Editable source: easy to fix issues and keep styles consistent.
- Built-in semantics using Heading styles, list styles, table headers.
- Often better for long-term records and collaboration.
- File size usually smaller; simple to localise/update.
Word (.docx): Cons
- Layout fidelity varies across devices/versions.
- Complex layouts (text boxes, shapes) can break reading order.
- Not ideal for “print-perfect” distribution.
PDF: Pros
- Fixed layout suitable for archiving and official “published” look.
- Universally viewable; consistent print output.
- Supports tagging for accessibility when done correctly.
PDF: Cons
- Tagging and reading order are easy to get wrong.
- Tables, lists, and footnotes are commonly mis-tagged.
- Edits require re-export or specialist tools (risk of divergence from source).
When to prefer Word
- Drafts, collaborative documents, or frequently updated content.
- When your audience needs to copy text, reuse content, or change formatting (e.g., dyslexia-friendly styles).
- Internal records where the source must remain accessible and editable.
When to prefer PDF
- Public-facing reports that must match a fixed layout or be printed widely.
- Documents with controlled branding where pagination matters.
- Archives and official releases—if you can ensure correct tagging.
Export settings that actually matter
- From Word to PDF: Use “Best for electronic distribution” and ensure **Document structure tags for accessibility** is enabled. After export, check the PDF with a reader that can show tags and reading order.
- In Word: Use real Heading styles, real lists, enable Header Row for tables, add alt text, and set the document language.
Common pitfalls (and fixes)
- Untitled PDFs / missing metadata: Set Title/Subject in Word before export; verify in the PDF.
- Wrong reading order: Avoid floating text boxes for essential content; keep a single, logical flow.
- Images of text: Use real text; if unavoidable, include the same content as text near the image.
- Tables used for layout: Use CSS/grid (for web) or regular paragraphs instead; in Word/PDF, ensure data tables have header cells.
- Raw URLs: Replace with descriptive link text (“Annual energy outlook”) before export.
- Language not specified: Set document language; add spans for foreign phrases.
Best practice for government & higher-ed
- Keep the **accessible .docx** as the canonical source of truth.
- Publish a **properly tagged PDF** when you need fixed layout or print fidelity.
- Provide **both** formats for important public documents, with clear file labels.
- Store an **audit trail** (what was checked/fixed and when).
Try Accessr: After you finish editing in Word, run a local check-and-fix with Accessr. It operates entirely in your browser (no uploads), adds safe fixes (alt text placeholders, table header rows, language), and produces a simple audit report for records.
Decision guide
Choose Word if the document is living, collaborative, or needs easy re-use. Choose PDF if you need fixed layout, brand precision, or wide distribution — but only with correct tagging. For high-stakes reports, offer both.