At first glance, creating PDFs might seem like a convenient way to share information, they’re easy to attach, consistent in appearance, and familiar to most users. But in the digital age, especially at a university committed to accessibility and inclusion, it’s time to rethink when and how we use them.
Why You Shouldn’t Default to PDF
PDFs can pose real barriers for users with disabilities. They often require extra steps to make accessible, are difficult to navigate on mobile devices, and aren’t easily updated. Worse, they can interrupt the seamless experience we strive to provide across our websites and digital platforms.
If you’re publishing content online, especially for students, employees, or the public, ask yourself: Does this need to be a PDF?
In most cases, the answer is no.
When PDFs Are Appropriate
We’re not saying never use PDFs. They still have a place, but only when their format provides a clear and necessary benefit. For example:
- Archival documents: Final reports, memos, or policies that are no longer actively edited.
- Official printable forms: For workflows that require hand-signed, physical copies.
- Complex designs: Flyers or brochures that require controlled layout and branding.
- Legal documents: Public notices or contracts that need a fixed, time-stamped format.
- Scientific publications: Manuals or white papers with complex formatting.
- Long-form publications: Handbooks or annual reports, ideally with navigation tags and bookmarks.
- External submissions: Documents required in PDF format by funding agencies or partners.
Even in these cases, PDFs must be accessible, tagged for screen readers, structured for navigation, and readable on multiple devices.
When PDFs Are Not Ideal
Avoid PDFs for content, such as:
- Dynamic content that updates regularly
- Interactive Forms
- Event announcements
- Department overviews
- How-to instructions
- Meeting presentations and minutes
- Training materials and on-boarding content
- Web-based tutorials or walk-throughs
For these types of content, it’s better to use tools that have built-in editors and create web-friendly formats, like Microsoft Word, Google Docs, Qualtrics, or web platforms such as Microsoft or Google forms. These tools are designed to produce content that is more accessible for people with disabilities, easier to read on mobile devices, and quicker to update when things change. They also make it easier for screen readers and search engines to understand your content. Features like headings, bullet points, tables, and image descriptions are built in, helping everyone navigate and use the content more effectively.
PDF Guidance
Use PDFs only when formatting, printability, or legal compliance demand it. Otherwise, default to other structured tools. Doing so makes our content more inclusive, usable, and future-proof.
Let’s build a digital environment where information is open, accessible, and effortless to engage with, for everyone. For more information, resources, and support, visit the portal.