When to use PDFs

When not to use PDFs

• If the information is intended to be read online
• If another content type could be used instead, i.e. a normal HTML web-page

When to use PDFs

• When a document needs to be downloaded, read offline or printed
• If a document is more than 5 pages long. But consider whether it could be broken down into smaller sections and presented as HTML
• When attaching a document to an email
• As an additional alternative to online content - e.g. this set of tutorials could also be provided as a single PDF document
• When formatting needs to be preserved - e.g. a PowerPoint presentation
• Instead of Microsoft Office documents. But HTML is better most of the time
• See the definitive list of when to use PDFs by Joe Clark

What else to include with your PDF document

• An online HTML version or summary of the document
• A link to download Adobe Acrobat Reader
• A PDF icon to indicate that it is a PDF document (see an example on the BBC website)

See also

• Microsoft Office and PDF Document Guidelines
• Avoid PDF for on-screen reading (Jakob Nielsen)
• Facts and opinions about PDF accessibility (Joe Clark)