The PDF debate
 

PDF is revolutionary. Using Acrobat Reader, anyone can view and print PFD files, regardless of the computer or operating system used. And, there are more good points:

Accessibility

Anyone can view or print PDF files without purchasing a software. Acrobat Reader is required but can be downloaded free of charge from the Internet.

Consistency

When a PDF file is opened, everyone sees an identically formatted document. The elements including fonts, links, colours, graphics, special characters remain intact.

Branding opportunity

Your corporate identity is preserved with the same logo, fonts, colours, graphics.

Combination and reduction of files

Different types of files e.g. spreadsheets and documents can be combined into a single compact file.

Printing

What you see is what you get. The breaks, margins, rich graphics keep their original format and position. It’s ideal for desktop publishers and printers.

Cost savings

It is cheaper to transfer bits on the internet than printing and distributing reams of paper.

Security

Your document can be protected from unauthorised access or alterations. Valuable for e-books!

Ease of use

Converting files to PDF format is easy.

Considering all the above benefits, PDF has to be a winner.

Then, why do Web users object to PDF?

For web users, PDF translates to extra time and effort and lack of flexibility. These are the objections:
 

Compulsory software

Although free, Acrobat Reader still needs to be downloaded and updated regularly.

Longer download time

PDF files take longer to download than their HTML counterpart.

Unknown file value

When no information is provided on the contents of the file, you have to guess if the extra mouse clicks and time to download are worth it.

Unfamiliar interface

You need to learn to navigate using a totally different interface.

Missing URL

The URL does not appear at the bottom of the page as on HTML pages. To track back a file, you must manually note the URL.

Inflexibility

As PDF is a published format, you cannot alter the file’s contents and layout.

Cues for web site owners

A user friendly interface attracts repeat visitors. So, if you provide PDFs, offer:

Annotation

Provide a comprehensive description for each PDF file including a content summary, size of file, number of pages, publication date and any other relevant details. Let users decide if the document would be useful to them.

Alternative

Offer an HTML version, whenever possible.

Software version

Do not use the latest Acrobat version. Allow for the fact that visitors may not have downloaded the latest version of Acrobat Reader.

Paper size

Format the printable document for different sizes of paper. Paper size varies from country to country.

Reference details

Insert on the PDF file, the URL, author’s name, organisation, date of publication. This is called free publicity. The user can give you credit when recommending your article or referencing.

Cues for web surfers

Understanding how to work with PDF can reduce your frustration.

Saving

You can save the document but you cannot bookmark it. To save a PDF file, right click the link (instead of left-clicking to open the file). Choose from the menu, "save link as", "save target as" or any similar saving option available on your program.

Cut and Paste

By using the Text Select Tool in the Acrobat Reader, you can select and copy text in the PDF file and paste into your word processing document. You will lose the original format but in return you will be able to edit the text. To copy and paste graphics, use Graphics Select Tool. See your Acrobat Reader’s Help menu for more tips.

Conclusion

Jakob Nielsen, the guru in web site usability, believes that PDF makes usability approximately 300% worse compared to HTML pages.

Although objectionable for some web users, PDF plays a valuable role especially when accessibility, file size, document format, and security are critical issues. Use PDF with discernment.  
 

Free resources
 

	Acrobat Reader allows you to view and print PDF files.
	PDF995 is a free alternative to Acrobat to create PDF files and it's easy to use.