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Accessibility

Creating accessible documents

Writing accessible content

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Choosing the right format

Read transcript for ‘How to publish accessible documents’

How to publish accessible documents

If you’re designing documents for people to read on screen, using HTML is often the best choice over PDFs or Microsoft Word and PowerPoint documents.

What is HTML?

HTML, or Hypertext Markup Language, is a coding language used to create web pages.

Instead of needing to open an attachment, your content is right there on the page, making it easier to find, easier to use, and much more accessible.

Wwhy does HTML win?

HTML pages come with big advantages:

  • they show up higher in search results
  • they resize automatically to any screen size
  • they work much better with assistive technology, helping users with disabilities access them
  • it’s easier to track and understand what users are doing, and where they’re going.

Can you print HTML pages?

Yes!

PDFs were often the chosen option when people needed documents in a format they could print.

However, HTML pages now print in much the same way as a PDF would.

The problem with PDFs

PDFs are difficult to make accessible and user-friendly in the same way as HTML.

They don’t have many accessibility tools, like allowing readers to change colours or font size.

They are harder to read and have problems with zoom, scrolling and navigating, especially on a mobile.

They open in new tabs or apps to your website, making it harder for users to navigate back.

They can be shared by users even when they’re out of date.

What if you really need to publish a PDF?

Sometimes you might still need to publish PDFs, like for official parliamentary documents.

If so, you should make sure to create the PDF from an accessible template, for example, a Microsoft Word document with correct hierarchy and structure.

You should also provide an HTML version or summary alongside the PDF.

Here’s an example of this.

The PDF is available on the page, but the contents of the PDF are also provided in an HTML format.

In summary, HTML pages are far more accessible than other document types.

So next time you need to publish a document, why not try an HTML page?

If you’re designing documents that people will read on a screen, we recommend using HTML rather than using PDFs or Microsoft Word and PowerPoint documents.

What is HTML?

HTML is a coding language used to create web pages. It means that content is displayed on the web page itself, rather than in an attachment like a PDF or Word document. This makes it easier for users to find and use the information.

HTML pages include:

  • a table of contents, allowing users to navigate through the page
  • a print button to allow users to easily print your document in the layout you intended

You can see an example of an HTML page. Compare this to a page that contains PDF attachments.

Benefits of HTML

Using HTML offers many benefits, including:

  • the content can be found quickly through google and on-site searches
  • search engines rank HTML content higher in searches than PDF content
  • the content is responsive to different screen sizes and devices making it easier to use
  • the content is accessible to users with disabilities and can be used with screen readers as well as in-browser accessibility tools
  • it’s easier to track what your visitors are doing on HTML pages (using tools such as google analytics)

Examples of when to use HTML

Here are some examples where HTML could be used instead of PDF:

  • terms of reference
  • reports and papers
  • briefings
  • research
  • strategies
  • recruitment packs
  • statements and speeches

Problems with PDFs

PDFs can cause accessibility and usability issues, including:

  • having a lack of accessibility tools, for example, tools to change colours or font size
  • problems with zoom, scrolling and navigating – especially on a mobile
  • opening in a new tab, window or software, making it difficult to navigate back to your website
  • difficulty in maintaining and updating, so users may come across out-of-date and unreliable content

When you must publish PDFs

There are some cases where you may be required to publish a PDF (such as an official parliamentary document). If this is the case, we recommend providing an HTML version or summary alongside the PDF. Here’s an example of a PDF with an HTML version.

If there is a need to publish PDFs, you should first make sure you’re creating it from an accessible template, for example, a Microsoft Word document with correct hierarchy and structure.

You should also check the following guidance on how to make documents accessible:

Further information

For more information on document accessibility, check: