Documents
Guidance on using PDF files
If you are considering using PDF files you should consider whether the user may want to edit documents such as worksheets and lesson plans, as many users will not be able to edit PDF files.
As PDF files are usually created by converting the original document, it is essential that your original document has already been optimised for the web before you convert it. This includes optimising the structure and properties of the original file as these will always be carried across to the final PDF.
A range of file formats can be saved as PDFs including Word documents, PageMaker files, InDesign files, Excel spreadsheets and PowerPoint presentations with embedded multimedia.
Benefits of using PDFs
- The possibility of smaller file sizes.
- Compatibility with a range of platforms and devices (including Macs, PCs, PDAs, and assistive technologies).
- The element of control we have over how much / little of the document can be edited by the user.
- The use of one freely available plug-in allows a user to view files in a range of formats.
In addition to the factors you should consider for all files, there are some specific actions you will have to carry out when optimising PDF files for the internet.
Settings
When creating a PDF file you should choose:
- a small file size
- to only embed a subset of fonts
- to embed tags for accessibiliy
- to enable text for accessibility and reflow within Security settings
- to make hyperlinks live
- an ‘initial view’ which displays any bookmarks.
Bookmarks
Bookmarks can act as a table of contents for the PDF file, allowing users to navigate directly to the section they want to view. If your document contains multiple sections you should use bookmarks to aid navigation.
Bookmarks can be added automatically by choosing to convert all the headings within the original document to bookmarks. However, as these bookmarks will be based on the structure of the original document it is essential that the original file is correctly structured. It may also be necessary to edit or add in further bookmarks manually.
Accessibility
Please ensure the PDF content is made accessible to all our users, using one of the following methods:
make the PDF itself accessible by enriching it with PDF tags. See the following links for more information on making accessible PDFs:
Adobe: Accessibility Resource Center
A List Apart: Facts and Opinions About PDF Accessibility
If it is not possible to make the PDF accessible you should make the information in the PDF available in an alternative accessible format or note on the site that an accessible version isn't available from the source of the document.