{"id":843,"date":"2025-11-04T14:13:01","date_gmt":"2025-11-04T14:13:01","guid":{"rendered":"https:\/\/sites.exeter.ac.uk\/webteam\/?p=843"},"modified":"2026-03-09T15:43:49","modified_gmt":"2026-03-09T15:43:49","slug":"ditch-pdfs-for-accessible-web-content","status":"publish","type":"post","link":"https:\/\/sites.exeter.ac.uk\/webteam\/2025\/11\/04\/ditch-pdfs-for-accessible-web-content\/","title":{"rendered":"Breaking Up with PDFs: Why It\u2019s Time to Move On"},"content":{"rendered":"\n

Let\u2019s face it\u2014PDFs have been the go-to format for years. They\u2019re familiar, easy to attach to emails, and they feel \u201cofficial.\u201d But when it comes to sharing content on the web, they\u2019re often more of a hindrance than a help.<\/p>\n\n\n\n

At the University of Exeter, we\u2019re working hard to make our digital spaces more accessible, user-friendly, and sustainable. And one of the simplest ways we can do that is by rethinking how\u2014and when\u2014we use PDFs.<\/p>\n\n\n\n

1. PDFs don\u2019t play well with phones<\/h2>\n\n\n\n

Most people visiting our sites are using mobile devices. PDFs aren\u2019t designed for small screens, and navigating them can be frustrating. Web pages, on the other hand, adapt beautifully to any screen size and are much easier to read and interact with.<\/p>\n\n\n\n

2. Accessibility is a challenge<\/h2>\n\n\n\n

Creating an accessible PDF takes time, effort, and technical know-how. Many PDFs lack proper structure, making them difficult for screen readers to interpret. HTML content is much easier to make accessible and ensures that everyone can engage with the information.<\/p>\n\n\n\n

And here\u2019s the important bit: UK law requires public sector websites and mobile apps to meet accessibility standards<\/strong>. Under the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018<\/a>, all content\u2014including PDFs\u2014must be perceivable, operable, understandable, and robust. If your content isn\u2019t accessible, you may be breaking the law.<\/p>\n\n\n\n

3. They\u2019re awkward to update<\/h2>\n\n\n\n

Need to fix a typo or update a date? With a PDF, you have to go back to the original file, make the change, export it again, and re-upload. With a web page, it\u2019s a quick edit and done. No versioning headaches or duplicate files floating around.<\/p>\n\n\n\n

They\u2019re also less likely to be kept up to date<\/strong>. Once a PDF is uploaded, it\u2019s easy to forget it exists\u2014especially if it\u2019s buried deep in a site structure. Web pages are more visible and easier to maintain.<\/p>\n\n\n\n

4. Search engines struggle with them<\/h2>\n\n\n\n

PDFs aren\u2019t indexed as effectively as HTML pages, which means your content might not show up in search results. If users can\u2019t find it, it\u2019s not doing its job.<\/p>\n\n\n\n

5. We can\u2019t see how people use them<\/h2>\n\n\n\n

Unlike web pages, PDFs don\u2019t give us meaningful analytics. We can track downloads, but we don\u2019t know if people actually read them, how far they got, or whether they found the content useful. It\u2019s harder to track their use<\/strong>, which means we miss out on valuable insights that could help us improve.<\/p>\n\n\n\n

What\u2019s the alternative?<\/h2>\n\n\n\n

Whenever possible, turn PDF content into accessible web pages. Use clear headings, structured layouts, and links that make sense. If a PDF is absolutely necessary\u2014like for a printable form\u2014make sure it\u2019s accessible and offer a web version too.<\/p>\n\n\n\n

A shared responsibility<\/h2>\n\n\n\n

If you create or upload content to a University website, you are responsible for making sure it meets accessibility standards<\/strong>. That includes avoiding inaccessible PDFs and ensuring your content works for everyone. Accessibility isn\u2019t just a technical issue\u2014it\u2019s a legal and ethical one.<\/p>\n\n\n\n

Let\u2019s make our content easier to find, read, and use\u2014for everyone.<\/p>\n\n\n\n

Need help?<\/h2>\n\n\n\n

If you have any questions about this guide or need further assistance, please visit our\u00a0Web Support site<\/a>\u00a0or contact us at\u00a0digitalteam@exeter.ac.uk<\/a>. We\u2019re here to help.<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"

Let\u2019s face it\u2014PDFs have been the go-to format for years. They\u2019re familiar, easy to attach to emails, and they feel \u201cofficial.\u201d But when it comes […]<\/p>\n","protected":false},"author":389,"featured_media":853,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[5,9],"tags":[],"acf":[],"yoast_head":"\nBreaking Up with PDFs: Why It\u2019s Time to Move On - Web Team Blog<\/title>\n<meta name=\"description\" content=\"PDFs hinder accessibility, mobile usability, and SEO. 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