Today, we're diving into the world of PDFs and discussing why, despite its widespread use, it's not the best choice when it comes to creating content that everyone can use or digital accessibility.
PDFs can be incompatible with some screen readers and are not as simple to make accessible. HTML/web pages can be easily updated, including content updates where needed ensuring your content remains accessible as information evolves. We strongly recommend using HTML when creating content under 4 pages, not PDFs.
Key issues with PDFs
1. The screen reader challenge
PDFs were initially designed to present documents in a fixed format; however, this rigid structure poses significant challenges when it comes to accessibility. Unlike HTML web pages, PDFs often lack the necessary structure, semantic information and additional alt text, making it difficult for screen readers and other assistive tools to interpret the content effectively.
2. Text extraction nightmares
PDFs can hinder this process due to their complex layout structures. Tables, columns, and text placed within images can become a jumbled mess, leaving users with an inaccessible reading experience.
3. Responsive design and mobile compatibility
With the rise of mobile devices as the primary means of accessing digital content, it's crucial to consider the responsiveness of documents. While web pages can adapt to different screen sizes and orientations, PDFs often require manual zooming and scrolling, making them less user-friendly on mobile devices. This can be particularly frustrating for individuals with motor impairments or those who rely on specialised mobile accessibility features.
...But if we have to use PDFs – what can we do better?
While we recommend moving away from PDFs we recognise, especially in government, that there is going to be content that needs to be in a document (not HTML), that they’re going to be longer than 4 pages and that people are worried about making sure they can restrict editing of their document. First, think about how essential it is to have a PDF, and look for alternatives where possible. Second, check out our toolkit about how to make your PDFs accessible.
Be an Accessibility Ally and say no to PDFs
Embracing accessibility not only benefits individuals with disabilities but also promotes a more inclusive and equitable digital landscape. Let's strive for greater accessibility and make the online world a place that everyone can access and enjoy!
For more information on creating content that everyone can use, check out the Accessibility and Inclusivity Toolkit. Within it, you can find the resources, tools, and training needed to help you meet accessibility guidelines and ensure that your products and services are accessible to everyone, regardless of abilities.