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The PDF debate
Are you For or Against PDF?
Depending on your perspective, PDF (Portable Document Format) can be a blessing or a source of frustration.
So, why do Web site owners use PDF?
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.
Working with PDF, the objectionable winner
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.
 © 2003 Henriette Martel-Lawson
Henriette Martel-Lawson is a website strategist and author of
200 Marketing Ideas for Your
Website. Receive a free ebook when you
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a free and valuable newsletter with articles, reviews and
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http://www.marketingcues.com
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Free resources
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Acrobat
Reader allows you to view and
print PDF files. |
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PDF995
is a free alternative to Acrobat to create PDF files
and it's easy to use. |
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