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Managing Embedded Content

Embedded Content and Accessibility

Embedded content (also called “embeds” or “iframes”) includes things like videos, social posts, maps, dashboards, forms and documents that appear inside a webpage but are hosted somewhere else.

We are not a hard “no embeds” organization. However, embeds should be discouraged by default because they often create accessibility barriers, reduce performance and introduce maintenance risk when a third-party changes their layout, permissions or links.

Default expectation: Use native web content first

Before embedding, ask: Can we provide this content as a normal webpage experience instead?

Prefer:

  • Writing the key information directly on the page (HTML headings, text, lists, tables)
  • Linking to the external resource instead of embedding it
  • Uploading an accessible document only when a fixed, printable format is required
  • Using an approved, accessible platform feature (e.g., a supported video player with captions)

Embeds should not be used as a shortcut to avoid writing web content.

When an embed is allowed

Embeds may be used when all of the following are true:

  • The embed is necessary to meet the user need (not just convenient).
  • The embedded content is available on a platform that supports accessibility features.
  • The embed is tested for accessibility (keyboard, screen reader basics, captions/transcripts where applicable).
  • A non-embedded alternative is provided on the page (link + summary, transcript, data table, etc.).

If any of the above cannot be met, do not embed.

Accessibility requirements for embeds

Provide an accessible alternative on the page

Every embed must include, near the embed:

  • A short description of what it is (one sentence is fine)
  • A direct link to open the content in a new tab/window
  • An accessible alternative, when applicable:
    • Videos: captions + transcript (or a text summary if transcript isn’t feasible)
    • Charts/dashboards: a text summary of key takeaways + a table or downloadable accessible data when possible
    • Forms: an accessible form platform; if not fully accessible, provide a contact method or accessible equivalent

This ensures the page is usable even if the embed fails, is blocked or is inaccessible.

Captions, transcripts and audio descriptions

  • All prerecorded video must have accurate captions.
  • If the video contains important visual-only information, provide audio description or include that information in the transcript/summary.
  • If you cannot meet these requirements, do not embed the video.

Keyboard and screen reader access

Embedded experiences must be usable without a mouse:

  • Users must be able to tab into and out of the embed without getting “trapped”
  • Controls must be reachable by keyboard
  • Buttons and form inputs must have meaningful labels (not “button” or “click here”)

If the platform does not support this reliably, do not embed.

Avoid “document-as-a-webpage” embeds

Do not embed PDFs, PowerPoints or Word docs as the primary way people read information online.

If a document must be provided:

  • Publish the key information on the webpage (HTML)
  • Provide the document as a download link
  • Ensure the document is accessible (tagged PDF, headings, readable tables, etc.)

Quality standards for embeds

Performance and mobile friendliness

Embeds can slow pages down and break on phones. Keep pages fast and readable:

  • Use embeds sparingly (one is usually enough; multiple embeds often become unusable)
  • Avoid embedding entire third-party pages (especially with heavy scripts)
  • If a mobile user has to pinch-zoom or scroll inside a tiny box, it’s not acceptable

Maintenance and ownership

Embedded content is still our responsibility.

Before embedding, confirm:

  • Who owns/maintains the embedded content?
  • How long will it remain available?
  • What happens if it’s removed or permissions change?
  • Is there a plan for updating or replacing it?

If no one owns it, don’t embed it.

Examples: good vs. poor embed usage

Good

  • A YouTube/Vimeo video with captions + transcript and a brief summary
  • A map embed that also includes the address and written directions
  • A dashboard embed that also includes key insights in text and a link to the report

Poor

  • Embedding a PDF viewer instead of writing web content
  • Embedding a social media post as the only source of information
  • Embedding a form that cannot be completed by keyboard/screen reader

Quick checklist for editors

Before publishing a page with an embed, confirm:

  • The page still makes sense without the embed
  • A link is provided to open the content separately
  • Required captions/transcripts/summaries are included
  • The embed works on mobile and with keyboard navigation
  • Someone owns the embedded content and will maintain it

Additional References and Resources

  • Power B.I.
  • Video Embeds
  • Core and evergreen accessibility references