Beyond PDFs: Better Ways to Share Content

You've probably uploaded a PDF to your course or website dozens of times without a second thought: a syllabus, an article, a set of lecture notes. 

PDFs are everywhere in higher ed. For years they have functioned as the safe, universal choice to prevent editing a file once it’s shared; however, PDFs are often the format most likely to create barriers for students, particularly those using assistive technology. What happens when a student using a screen reader opens that file and the reading order is scrambled, or the text isn’t recognized?  

The good news: in many cases, you can share the same content in its original format - while preserving accessibility, simplifying updates, and still maintaining control over who can view or edit it. 

When sharing content, here are five considerations that don't depend on a PDF.

1. PDFs Preserve Content Exactly the Way It’s Designed

One of the biggest reasons people choose PDFs is that they preserve formatting. Fonts, spacing, images, and page layout appear exactly as intended, regardless of the device or software a student might use. For documents where visual presentation is essential - such as official forms, archival records, or publisher materials - that consistency can be valuable.

But preserving appearance isn't the same as preserving accessibility. A PDF can look perfect on screen, yet may still be difficult or impossible for a screen reader to interpret if headings, reading order, image descriptions, or searchable text are missing. 

2. Share Word Documents & PowerPoint Presentations
A well-structured accessible document, with headings, lists, alt text, and descriptive hyperlinks, is easier for every student to navigate than a scanned or exported PDF. It’s also far easier for you to update next semester. Structure is what makes a document work with a screen reader in the first place: without accurate headings, there's no way to jump between sections or understand how content is organized.

The same structural principles apply to slides: use built-in layouts instead of freeform text boxes, add alt text to images, and maintain a logical reading order so screen readers announce content in the right sequence.

Before exporting a document or presentation as a PDF, ask if students really need that fixed-layout file - or whether sharing the original document, presentation, or Blackboard content would provide the same information in a format that's easier to access, navigate, and update.

Related readings:

• 5 Tips for Accessible Word Documents

• 10 Ways to Make Your Slide Decks More Accessible 

• 5 Ways to Create "Born Accessible" Course Materials 

3. Share View-Only Files Instead of PDFs
Worried about users editing your original file? You don't need to convert to PDF to protect it.

• In Microsoft Office (Word, PowerPoint, Excel), use Share → Can view to send a live, view-only link instead of a flattened export. Recipients still get a fully accessible, screen-reader-friendly document — just without edit access.

• In Google Drive, set sharing permissions to Viewer so students can read but not edit or comment. Because the file stays in its native Google Docs or Slides format, it keeps its accessibility structure — no PDF export needed.

4. Let Blackboard Permissions Do the Work
Blackboard already has built-in tools for controlling access without ever touching a PDF.

• Post content as an Ultra Document or in a Content Area, and use role-based permissions to control who can view, edit, or download.

• This keeps materials in accessible, native web format while still restricting student access to editing.

5. Reconsider the Legacy of PDFs
This mindset isn't just for new content. Before you fix a PDF that's already in your course, ask the same question you'd ask about a new one: do you still need it? If the content has been replaced elsewhere, is redundant, or is simply out of date, removing it is the fastest way to improve accessibility - no reformatting required.

Sometimes a PDF really is the only option - a signed form, a publisher file, an archival document. When that happens, our 4 Strategies for Creating Accessible PDFs walks through how to remake or remediate it properly.

Visit UMBC's Digital Accessibility resource to learn more about managing PDF files.