Why most content is better as a web page

A web page, sometimes called a HTML document, is the most accessible format for presenting content our websites. 

Why web pages can be more accessible

Anyone who creates or commissions content for our websites must make sure it's accessible. This includes internal services only used by staff.

The easiest way to do this is to publish most of your content as an accessible web page. Compared to other formats, like a PDF or Word document, web pages adapt best to different user situations, devices, screen sizes and assistive technologies or tools.

Creating content as web pages means people do not have to work as hard. This reduces their mental load and gives them a better user experience. 

Web pages are also easier to:

  • keep updated and accurate compared to static documents
  • use on mobile devices - 67% of people in 2024 accessed our website on mobile devices
  • read because they can be easily adjusted for things like colour, text size and line spacing
  • use with assistive technologies, like screen readers or with keyboard navigation
  • make accessible compared to PDFs
  • provide detailed analytics on about user behaviour

Try to think about PDF or other document files as alternative or supplemental formats to web page content.

Read more on what content needs to be made accessible.

When to publish a PDF or other document file

Web pages are best for on-screen reading. The decision to publish content as a PDF or other document file must be supported by evidence from user research.

User experience experts Nielson Norman Group explain why you should avoid PDFs for on-screen reading.

You may use PDFs or other documents in the following cases:

  • Content which must be presented in a specific fixed way, like high-profile strategic documents, policy documents, legal agreements or Easy Read documents 
  • Leaflets, booklets or posters to print and share or display
  • Structured data where tools like sorting and filters would help users understand it better- for example spreadsheet files with lots of data 
  • Content not easily published as HTML, like infographics, large tables, maps, floor plans or detailed technical documents unlikely to change
  • Forms where a user needs to input information - consider using webforms where possible
  • The document has a very small audience - only a small number benefit from the web page

If there is a valid user need to publish a document file online, you must make sure it is accessible. 

If it's not accessible, you must:

  • also provide the content in a format that is more accessible like a web page
  • provide the user with an easy way to contact you for a more accessible version

We have created step by step guides for making non-web page content accessible.