PDF files, introduced in the 1990s, have long been popular for preserving the layout and integrity of documents across different devices and operating systems. While they’re useful in some cases, such as for documents meant for printing, using them on websites has some significant drawbacks. Here’s what to consider when deciding if PDFs are the right choice for your site.
Why PDFs Can Be Challenging for Websites
- Limited Accessibility: PDFs are often not optimised for screen readers, which can make them inaccessible to users with visual impairments. Unlike web pages, which adapt to different screen sizes, PDFs are fixed in layout. This can make them hard to read on mobile devices.
- Editing and Updating Difficulties: Unlike web pages, PDFs can be cumbersome to edit, particularly if small updates are needed. Every change requires re-uploading the file, which is time-consuming and inefficient for frequently updated content.
- Reduced Searchability and SEO Impact: Unlike HTML web pages, PDFs are not easily searchable on a website. They also aren’t fully indexed by search engines, which limits the visibility of the content to search engines, potentially impacting your site's SEO.
- Viewing Requirements: Viewing documents can require specific software, like Adobe Acrobat or Microsoft Word, especially if users are offline. Not all browsers handle PDFs well, and requiring additional software can create barriers for users.
When Using PDFs Might Be Appropriate
Despite their limitations, PDFs do have some practical uses. For example, a PDF may be ideal when:
- Printing is Essential: For documents where formatting needs to remain intact, such as booking confirmations or official letters, PDFs provide a consistent look for print.
- Third-Party Content: Sometimes content is only available in PDF or Word format, making it easier to link directly rather than converting it to HTML.
Best Practices for Including PDFs on Your Website
If you do decide to include PDFs, here are some best practices to improve user experience:
- Label PDF Links Clearly: Indicate that a link opens a PDF and provide a brief summary of the content. This transparency lets users know what to expect and prepares them to download or view the file in an external program.
- Convert to HTML Where Possible: Ideally, convert the PDF’s content to HTML and use the web page as the primary content source. HTML is flexible, searchable, and accessible, giving users a better experience.
- Avoid Over-Reliance on PDF Viewers: Some third-party PDF viewers, like FlipSnack, add extra layers and custom interfaces, which can confuse users and create accessibility issues. Where possible, give users control by letting them download or open PDFs in their own viewer.
Conclusion
While PDFs have their place, it’s often better to use HTML web pages as the main source of content for your website. HTML is more accessible, easier to update, and better suited for SEO. However, when PDFs are necessary, following best practices will make them as user-friendly as possible.
Need Help with Web Content Strategy?
If you’re considering using PDFs on your site and want advice on the best way to make content accessible and user-friendly, our team at Blue Level is here to help! Get in touch, and let’s make your website work seamlessly for all users.