Why Web Pages Are Better Than PDFs (Most of the Time)
PDFs have their place but are often overused on websites and can create accessibility barriers, maintenance challenges, and a frustrating experience for users especially on mobile.
So when do PDFs make sense, when they may not, and why web pages/html could be better choice for content intended to be read online. Real examples from our site, at the time of this post to illustrate where converting PDFs into web content would improve accessibility, usability, and long-term sustainability. We don’t want to eliminate PDFs entirely, but to consider how the publication will be used when uploading or requesting documents for the website.
When PDFs Do Make Sense
PDFs are best reserved for content that is:
- Intended primarily for printing or offline use
- Long-form and static, such as:
- Official policies
- Reports
- Manuals
- Official/formal forms that must retain a fixed layout
- Required to be distributed or archived in a consistent, unchanging format
In these cases, a PDF may be appropriate and often necessary. Content that is meant to be read, scanned, searched, or updated online is usually better presented as a web page.
Examples From Our Current Site
1. CAPP FAQs
https://www.umwestern.edu/wp-content/uploads/2018/07/CAPP-FAQs.pdf
Why this works better as a web page:
- FAQ content is inherently web-friendly
- Can be structured with headings and anchor links
- Easier to update as policies or answers change
- Significantly improves accessibility and mobile usability
Recommended approach:
Convert to a web FAQ page and, if needed, offer the PDF as an optional download.
2. Success Strategies
https://www.umwestern.edu/wp-content/uploads/2018/04/Success-Strategies.pdf
This is a long document (approximately 19 pages) that contains valuable student-focused guidance.
Why this works better as web content:
- Can be broken into logical sections or individual pages
- Allows students to scan, search, and jump directly to relevant topics
- Supports embedded links, videos, and related resources
- Easier to maintain over time as content evolves
Recommended approach:
Create a structured web resource with multiple sections, and still provide the original PDF or slideshow as a downloadable option.
3. Math Notetaking / Study Skills / Test-Taking
This content is instructional and skill-based.
Why this works better outside a PDF:
- Ideal for conversion into web pages or Canvas modules
- Enables interactive elements such as:
- Embedded videos
- Practice problems
- Linked resources
- Improves discoverability and mobile experience for students
Recommended approach:
Adapt the material into web pages or learning modules, with the PDF retained only as a supplemental download.
Key Benefits of Using Web Pages Instead of PDFs
Choosing web pages over PDFs for most online content provides clear advantages:
- Improved accessibility for screen readers and assistive technologies
- Better mobile experience across devices
- Faster loading times and easier navigation
- Search engine optimization (SEO) benefits through better indexing
- Simpler maintenance and quicker updates
- Reduced compliance risk by aligning with accessibility standards
- Meets user expectations for modern, web-based content
In short: web pages are easier to use, easier to maintain, and easier to keep accessible.
A Balanced Approach
PDFs are not “bad”!
A strong content strategy typically looks like this:
- Web page first for information meant to be read online
- PDF as a supplement when printing or offline access is useful
This approach supports accessibility, usability, and long-term sustainability while still meeting institutional and user needs.
References & Further Reading
- University of Colorado Denver – When Shouldn’t PDFs Be Used in Digital Media
University of Rochester – Should I Use a PDF?
University of Georgia – When Should You Use PDFs on Your Website?