Why most content is better as a web page

We believe that web pages are the easiest and most accessible way to share information online. 

Why web pages can be more accessible

If you create or manage content for our websites, you must make sure it’s accessible. The easiest way to do this is by using a web page. 

Web pages can work better than other formats (like PDFs) because they:

  • fit different screen sizes and devices
  • work well with tools like screen readers
  • are easier for people to use and understand

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

Web pages are also easier to:

  • keep up to date 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-only navigation
  • make accessible compared to PDFs
  • provide detailed analytics about user behaviour

Consider PDF or other online content formats as alternatives or supplements to web page content.

When to publish a PDF or other document file online

Only use a PDF or other document if you have a good reason, based on user research.

PDFs are not designed to be flexible online formats and do not meet the same level of accessibility as well-designed web content.

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

Most people who read and interact with PDFs and other document files will do so online.

If you do use a PDF or other file, it must be made  accessible. 

Learn which documents need to be accessible.

You might use a PDF or other format in the following cases:

  • Where the layout must stay fixed, like legal or policy documents 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, like spreadsheet files with lots of data. 
  • The content is hard to publish as a web page, like infographics, large tables, maps, floor plans or detailed technical documents that are unlikely to change.
  • Forms where a user needs to input information - consider using web-based forms where possible.
  • The document has a limited audience - only a small number benefit from the web page.

If the document you are publishing is not accessible, you must:

  • also provide the content in a format that is accessible like a web page or accessible Word document
  • provide the user with an easy way to contact you for a version that suits their specific access needs

Go to our guides for publishing accessible content in different formats.