Choosing Between a Webpage or PDF?

When it comes to presenting information online, there is always the decision to choose between utilizing a webpage or a PDF to convey that information.

While a PDF maybe necessary for certain content meant for distribution, there are many reasons a webpage may be a better option for presenting the same content.

This article will go over the Pros and Cons for both options as well as best use cases and best practices. While the decision of which media to use is up to you and your web team, we hope this article can help that decision process.

PDFs

Pros

• Can use a set layout. This means all users see the exact same thing.
• Allows for intereractive forms.

Cons

• PDFs were created to keep a set layout meant for printing. This means the layout isn't not responsive and doesn't update or adapt to different screen sizes. This is particularly true for mobile users.
• Accessibility is harder to achieve due to unresponsive layouts.
• Constantly changing accessbility requirements are harder to enforce and fix on historically made PDFs.
• Updates are usually more difficult.

Best Uses

• Official Documents: Any document that requires a specific format (Calendars, Policy Docs, or Forms).
• Manuals or Reports: Allow for easy distribution of lengthy documents that users can download and read offline.
• Printable Materials: If a document is expected to be printed, a PDF can help negate any formatting issues. This works great for items such as brochures or flyers.

PDF Online Best Practices

• Accessibility: This is the biggest issue with PDF creation. While PDFs are nothing new, accessiblity requirements are relatively new and constantly changing. It is best practice to build any new PDF with accessibility in mind.
• Size: It is best to keep the PDF size as small as possible. Particiularly when used for document distribution.

Webpages

• Can be built to be responsive so that layout and content adapt their size for best viewing experience.
• Easier to make edits and make accessible overall.

Cons

• Layouts change according to screensize.

Webpage Best Uses

• Any information that might be timely, high priority, or have a high level of traffic. Webpages allow for quicker access.
• Anything intended to be read on a screen instead of printed.
• Content that requires regular updates.
• Complex information in which the user might need to jump around between other content using a sites navigation or links to other pages.

Webpage Best Practices

• Formatting Content for Accessbility: Use Headings correctly to group content in an easy to follow format for visual users as well as folks using screenreaders.
• Other Accessibility: Keep in mind AAA and AA rules when building HTML.