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Reviewing and Resolving Non-PDF Files for Accessibility

How to review and manage documents, images, media, and other files that require manual accessibility checks.

Last updated: March 2026

Our accessibility tools are designed to scan and provide options for PDF files.

However, many other file formats cannot be automatically scanned for accessibility. These files will appear in the accessibility dashboard with a Needs Review status and must be reviewed manually.

Common file types that require manual review include:

  • Microsoft Word files (.doc, .docx)

  • PowerPoint files (.ppt, .pptx)

  • Excel files (.xls, .xlsx)

  • Image files (.jpg, .png, etc.)

  • Video files

  • Audio files

  • ZIP or compressed files (.zip)

These file types must be reviewed and managed by your district to ensure accessibility.

Word, PowerPoint, and Excel Files

🚨 Files such as Word documents, PowerPoint presentations, and Excel spreadsheets cannot be made accessible in their existing format once uploaded to a website.

To ensure accessibility, these files should be replaced with accessible PDFs.

Recommended steps

  1. Open the original file in its application (Word, PowerPoint, Excel).

  2. Review and correct accessibility issues within that program if possible.

  3. Export or save the file as a PDF.

  4. Upload the new PDF to your website.

  5. Remove the original non-PDF file.

🚨 Saving a file as a PDF does not automatically make it accessible. The PDF will still need to be reviewed and remediated for accessibility issues.

Once uploaded, the accessibility tools can scan the PDF and provide remediation options.

Note About Microsoft Accessibility Checkers

Programs such as Microsoft Word, PowerPoint, and Excel include built-in accessibility checkers, but these tools only evaluate the document inside that specific application. Passing these checks does not guarantee the document meets WCAG accessibility standards when published on a website.

Another important consideration is access to software. Not all users have Microsoft Office or compatible programs installed on their devices. When documents are posted in formats like .docx, .ppt, or .xlsx, some users may not be able to open them at all.

In addition, web browsers and assistive technologies do not reliably interpret these file types once they are uploaded. Accessibility features such as document structure, reading order, and labeling may not be preserved or recognized correctly.

For these reasons, these file formats are not allowed for accessible website documents.

To ensure accessibility:

  • Accessibility issues should be corrected in the original document when possible.

  • The document should then be exported as a PDF.

  • The PDF can then be uploaded and remediated for accessibility.

Using accessible PDFs or webpage content ensures the information can be properly accessed by assistive technologies and by users who may not have specialized software installed.

 

Image Files (JPG, PNG, etc.)

Image files cannot be remediated directly through accessibility tools if uploaded incorrectly in the files tab.

If an image is still needed on your site:

  1. Delete the existing image file if it was uploaded incorrectly.

  2. Re-upload the image using the Images tab.

When images are uploaded through the Images tab, the system will automatically generate alternative text (alt text) for the image.

If needed, you can review and update the alt text directly in the Images tab to make sure it accurately describes the image.

If an image contains important information such as text, charts, or documents, consider replacing it with accessible webpage content or a PDF instead.

Video Files

Video files should be hosted on a platform that supports captions.

Recommended approach:

  1. Remove the video file from your website.

  2. Upload the video to YouTube.

  3. Use YouTube’s captioning tools to add or edit closed captions.

  4. Embed the YouTube video on your webpage if needed.

Audio Files

Audio content must include an accessible alternative for users who cannot hear the recording.

Because audio files cannot be scanned or remediated through the accessibility tools, we recommend hosting audio content on a platform that supports accessibility features.

Recommended approach

  1. Remove the audio file from your website.

  2. Upload the audio to YouTube (YouTube supports audio-only uploads with a static image if needed).

  3. Use YouTube’s captioning tools to generate and edit captions.

  4. Embed the YouTube player on your webpage if the content needs to remain available.

Providing captions through YouTube helps ensure the content is accessible to users who rely on captions.

ZIP and Compressed Files

ZIP files contain multiple documents and cannot be scanned for accessibility.

Because of this, ZIP files should generally be avoided.

Recommended approach:

  • Extract the files from the ZIP archive.

  • Review each file individually.

  • Upload accessible versions of those files instead of the ZIP file.

Reviewing Files Marked “Needs Review”

Reviewing Files Marked “Needs Review”

After following the recommendations above, most unsupported file types should be removed, replaced, or moved to a more accessible format. In many cases, this means you should have few or no files remaining in the “Needs Review” status.

To manage any remaining files:

  1. Open the Files tab in the accessibility dashboard.

  2. Locate items marked Needs Review.

  3. Review the file type and determine the appropriate action.

  4. Replace or remove the file if needed.

Marking a File as Resolved

Once you have reviewed the file and taken the appropriate action:

  1. Locate the file in the Files list.

  2. Use the status dropdown on the right side of the file entry.

  3. Select Resolved.

Selecting Resolved confirms that you understand your district is responsible for maintaining accessibility for these file types.