What do people prefer, PDF or HTML, and why?

PDF and HTML first became widely used in 1993 when both documentation delivery formats were released. Since then, countless web pages and printed documents have been released on every subject you and I can imagine. 

With time and improved industry practices, both have become excellent ways of presenting content to users, but most of us have probably asked at some point: which one is better? 

Whether you’re curious about people’s preferences or looking for the smartest investment when publishing documents in a certain industry, this article tries to answer the main questions as clearly and objectively as possible. 

Using articles and books that discuss best practices, student and industry surveys, and information related to both delivery formats, you should leave with a clearer idea of what might work best for your case. 

What is the most commonly used delivery format and why? 

This is probably why you’re reading this blog, and not an easy question to answer. The short answer is that it depends on what industry or service you want to document. 

To make this easier to understand, here’s a breakdown by industry. 

While this breakdown shows how different industries tend to use each format, it doesn’t fully reflect how people actually interact with documentation in practice. 

Even though the table suggests that HTML is preferred in many industries, Tenopir’s research on 15,000 scientists and engineers from 1986 to 1999 showed that people prefer to own physical copies of manuals and can many times find it difficult to identify and locate useful materials on the internet.​ (Tenopir, 2004)​ 

In contrast, Garousi et al. revised a software company’s documentation and found the following​ (Garousi, 2015)​: 

• Practitioners and developers do not have a preference for a delivery format. 

• The larger the document, the lower the cost-effectiveness. 

• For high-quality documentation, the most important contributing factor is how up-to-date it is. 

Across these studies, one thing stands out: the quality of the documentation is a key factor when considering whether people will read a document, how often they can consult it, and how easy it is to read. ore than humans would to intuit the current state of affairs. It can then make it difficult for AI tools to present the correct information.

The advantages of using PDF or HTML

Surveys have found that students prefer printed over online resources, mainly because they are more familiar with PDF and give PDF more credibility; however, when tested, they also show that online resources, such as HTML, are “easier to scan” and are more accessible to all audiences ​(Yamson, 2018)​, ​(Noyes, 2019)​. 

Noyes conducted a study with two groups of disabled and non-disabled students who read the same information in a PDF and an HTML. He found that 95% of students considered HTML easier to read than PDF. 

Regarding accessibility, Graells et. al. conducted a study with 30 visually impaired and 30 non-visually impaired participants, where they were asked to search for information in various parts of the text, tables, and bibliography in a PDF and HTML. 

Graells found that both groups answered questions correctly 60 to 68% of the time for the PDF, and 93 to 100% of the time for the HTML. He also noted that, when the document had a Table of Contents (TOC) or index, both groups answered questions faster. ​(Graells, 2008)​ 

At a high level, the difference can be summarized like this: 

While PDFs are static, HTML is dynamic. Its primary advantage lies in its “liquid” nature — the ability to flow and adapt to any environment. 

• Responsive design: Content automatically reflows to fit everything from a 30-inch monitor to a handheld smartphone, ensuring accessibility in any workspace. 

• Rich interactivity: Integrated “live” features that a PDF simply can’t handle natively, such as dynamic search bars, interactive data visualizations, and video embeds. 

• Connectivity: With QR codes and deep-linking, HTML connects the reader to the broader web instantly. 

If HTML is liquid, PDF is stone. It remains the undisputed champion for documentation where layout integrity is non-negotiable. 

• WYSIWYG consistency: PDF is the ultimate “What You See Is What You Get” format. Whether you open it in New York or Tokyo, on a Mac or a PC, the fonts, margins, and images stay the same. 

• Print-ready precision: For professional printing, PDFs are essential because they support the CMYK colour profile (Cyan, Magenta, Yellow, and Key/Black). This makes sure that the colours you see on your screen translate accurately to physical ink on paper. 

• Document Security: PDFs offer robust features for digital signatures and locking content, making them the go-to for contracts and official reports. 

However, both delivery formats have their advantages. Here’s a quick diagram that sums this up: 

Related costs 

Costs depend on several factors: content size, translation, update frequency, and structure ​(Gorham Printing, n.d.)​. 

So which is best? 

Based on everything so far, here’s my take. I think the best option is, if possible, both. 

One of the best approaches is to keep your content in software that allows you to publish in multiple formats (possibly even more than PDF and HTML). This is called single-sourcing, and it allows you to choose what content you want to include for which format. 

If any information is not suitable in one of the delivery formats, the content can be conditioned so that it appears in a different presentation. For example, the same troubleshooting guide could include videos in HTML and static images with links in PDF. 

Whenever you update the content, it is updated globally for all of the formats where the content applies, and when you’re ready to publish, you can change the look and feel of each format and generate a final product. 

Bibliography 

1. Wang, L. L., Cachola, I., & Bragg, J. (2021). Improving the accessibility of scientific documents: Current state, user needs, and a system solution to enhance scientific PDF accessibility for blind and low vision users. arXiv. Improving the Accessibility of Scientific Documents: Current…
2. Schucker, K., & Erol, A. (2024). Exploring engineering habits of mind and disciplinary communication patterns in engineering education. International Journal of Science and Mathematics Education. https://doi.org/10.1007/s10763-024-10456-7
3. Dharmarajlu, S. M. (2025). A comparison study of electronic versus traditional print resources: Student preferences and usage in higher education. European Journal of Education Studies, 11(2), 45-62. https://files.eric.ed.gov/fulltext/EJ1474004.pdf
4. Continual Engine. (2025). HTML vs PDF accessibility: Key differences, benefits & more. HTML vs PDF Accessibility: Key Differences, Benefits & More
5. Mosher Zinck, B. (2025). Modernizing technical documentation for Industry 4.0: Usage, usefulness, and current industrial practices. Paligo Technical Communication Blog. Modernizing Technical Documentation for Industry 4.0: A Complete Guide
6. Gorham Printing. (2026). Book printing pricing – Print price charts. Retrieved April 30, 2026, from Book Printing Pricing – Print Price Charts | Gorham Printing

To find out more about our content operations services, why not get in touch with us here, or call us on 01483 211533.