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PDF Guidelines

Table of Contents

Use this guide to choose the best format for sharing content digitally, and to understand the user and institutional risks associated with PDFs.

Overview

Whenever possible, avoid using PDFs in digital contexts like linking from web pages, attaching to emails, or as the method of filling out an online form.

Instead, publish content directly in the body of a web page, email, or post, or share the source documents rather than convert to PDF. This improves user experience, visibility, accessibility, and more.

PDFs may be appropriate for print-only materials, official records, or situations where the PDF format provides a clear user benefit, but they should not be the default format for digital communication.

If a PDF must be used, the office or individual responsible for the content must ensure it meets digital accessibility standards.  

What are the disadvantages of PDFs?

There are several concerns to consider when using PDFs on a website, email attachment, or other digital context.  

Legal and accessibility

Unless intentionally designed and structured for compliance, PDFs generally do not comply with . This means that users who rely on assistive technology cannot access the information within the PDF.  

This is a barrier to equal access and puts the university at risk for non-compliance with the .

User experience

Additional user experience burdens of PDFs include:

  • The user may have to zoom and scroll on the document to fully read it, especially on a mobile device
  • The user has to download and open the document to view it
  • Often a PDF is a large file size and uses a lot of space on a device

Visibility

Search engines and AI platforms cannot easily index the content within a PDF.

Maintenance and version control

Creating, editing, updating, and retiring PDFs require more work and attention to detail over time.

Version control also becomes an issue if an error is found, or a revision is made.  

  • If attached to an email, the original version(s) is still findable by the user and potentially confused with the current version.  
  • If uploaded to a web server, the original file will still exist and could show up in searches unless located and deleted permanently.
  • The more outdated files and content that remain on web or email servers, the higher our digital carbon footprint.

Branding and design

Digital design has different success criteria than print design. When a resource is primarily consumed digitally, its accessibility, readability, usability, and maintainability take precedence over complex visual design. Often, simpler web design is an advantage; not a compromise.

The ذكذكتسئµ design team designs primarily for print, as digital accessibility and usability require different thinking from the start. Highly designed print pieces are not appropriate for digital distribution by default.  

Limitations with email attachments

Emails with PDFs attached have lower open rates, can trigger spam alerts or exceed inbox file size limits, can be blocked by email servers, and offer limited tracking data and analytics.

Limitations with forms

PDF forms present additional barriers to download and print, handwrite, scan, and submit. Or the user must have a PDF software like Adobe Acrobat to edit and fill out digitally, though they still need to take the step to upload or attach to an email and submit.

Fillable/interactive and digitally accessible PDF forms are allowed in specific contexts. For instance, if the form contains HIPAA information and must be submitted securely through email. See the Form Selection Guidelines [LINK] for more information.

Creating accessible PDFs

When possible, avoid using PDFs. Instead, publish content directly on a web page, in an email, or as the source file type. Keep in mind that the source file (i.e. Word document, Excel spreadsheet) is often inherently more accessible than an exported PDF. In these cases, use the original file format or share a view-only link rather than convert to PDF.

If it is determined that PDF format is needed, follow these guidelines to make it digitally accessible.

Who is responsible?

The individual or office who owns or creates the PDF is responsible for making it accessible.

Accessibility standards

PDFs shared digitally must comply with , as referenced in ذكذكتسئµâ€™s Web Accessibility Policy.  

How to make an accessible PDF

If the document must be a PDF, the best way to make it accessible is to start with an accessible source file. Search for accessibility instructions for whatever platform you’re using prior to exporting a PDF.  

Or, follow the instructions in these resources:

Decision framework

If the content is...Use this format
Primarily informational Content in the body of a web page, email, or other digital post. 
A print-ready handout, official record, downloadable worksheet, or document required by an outside organization Source document (attached or view-only shared link), or an accessible PDF 
A form that collects information from users Digital form tool, such as Microsoft Forms or FormAssembly (see Form Selection Guidelines [LINK]) 
A scanned document or image-only flyer Do not use as the only digital source of information 
A PDF that must be shared digitally Accessible PDF created from an accessible source file 

Questions and concerns

If you have questions about the best format or process for sharing content digitally, contact marketing@calvin.edu. 

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