The global usage of paper in 2017 was at least 400 million metric tons.
Companies further waste up to $3.5 million each year trying to recreate lost documents and searching for information. As such, businesses and institutions have been paying attention to digital documentation.
Within the last two decades, the Portable Document Format (PDF) and the Hypertext Markup Language (HTML) have been great alternatives to paper documents. The choice of either PDF or HTML has been a constant debate in document representation.
It is crucial to understand HTML vs. PDF file formats to know what would work for you. Keep reading to know the features of these two file formats and which is preferable.
What Is PDF?
A PDF refers to the display of documents in an electronic format, which is independent of the operating system, software, or hardware you view the document on.
Adobe Systems pioneered PDF as a compatible file. This format is recognized universally as a standard way of exchanging information and other materials.
Currently, PDF is under the International Organization for Standardization (ISO), which has made it an open standard. The PDF file format is useful in different fields. Companies use PDF files to maintain consistent customer records, client invoices, or even sending memos.
Benefits of PDFs
If you’ve been in a fix when it comes to HTML vs. PDF, these benefits will shed more light on why PDF can be an excellent choice for documentation.
1. Maintain Document Format
A PDF file remains with the original formatting even when sent through multiple channels. Any alterations made of a PDF file leave electronic marks showing that the document has some changes. Using this format gives the recipients confidence knowing that they have the original documents.
Fortunately, you aren’t limited when it comes to converting PDF files. Tech companies love to convert PDF to GIF due to the role it plays in branding, revenue increment, and user-friendly.
While you can’t edit the content of a PDF, you can change it into a different format that resonates with your company.
2. No Limitations on Operating Systems
Whether you’re on a Mac or a PC, you can use PDFs comfortably. The format also applies to mobile operating systems such as Android and iOS. You don’t have to worry about the recipient’s ability to view the document.
3. PDF File Format is Universal
PDF has been embraced globally because of the optimal functionality. With PDFs, you can view a document and share it regardless of where the other user is receiving the file.
PDF is a safer mode, and it gives you confidence that your document will reach the recipient in the intended format.
4. Password Protection
About 60% of companies go out of business after a cyber-attack.
Businesses hold sensitive information, such as customer records and the company’s details. If such information leaked to malicious people, a business can make losses or even collapse.
Fortunately, you can use PDF files, which allow password-protection. For one to access the files, they would need the password. This move ensures that unauthorized people can’t prey on important company information.
Drawbacks of PDF Files
One of the primary limitations of a PDF file is that it doesn’t support editing. The initial aim of developing PDF was document sharing without changing the content of a document. As such, you can’t edit a PDF file.
If you want to share a ‘live document’ where people can share their ideas on the file, PDF might not be ideal. Besides, you should ensure that all your recipients can access PDFs before sharing such file formats.
What Is HTML?
HTML is a programming language that formats web pages.
A typical HTML file contains text but can also reference multimedia and images. It further allows Cascading Style Sheets for JavaScript and layout for interactive functionality.
HTML can format different web page elements such as headings, links, images, page layout, and text. You can convert HTML to JPG with just a few clicks. Other than that, HTML has several advantages that make it a desirable publishing option.
Benefits of HTML format
One of the most notable advantages of HTML is the ease of learning.
What’s more, editors are still releasing HTML pages, which are getting easier with each new development. As such, you don’t need to be tech-savvy to maneuver through HTML.
HTML further presents graphics and texts in a decent layout. The introduction of CSS has made it even better. With HTML, you can read a file without any special software.
A standard HTML page accommodates several plug-ins, which allow you to include video, audio, and other special files. When you click the link, you play or view a file. Besides, you can share a link with your employees or colleagues.
Contrary to PDFs, HTML has a smaller file size. With the rising concern on data space, this file type is ideal. Besides, it is easy to deliver even the most complex pages on your screen.
One of the drawbacks of HTML is the fact that it isn’t supportive of scientific notation, which limits notated documents from HTML use. With the increasing developments in the field, the solution to this issue might be imminent.
HTML vs. PDF: Which Is the Best for You?
The choice of either PDF or HTML depends on the type of file format you want for your document.
PDF is preferable for in-depth reading as it allows users to access content while offline. It is easy to consume, navigate through the document, save, and print.
Conversely, HTML allows the discovery of new content, information sharing, and immediate learning. HTML has universal updates; you can publish instantly to a URL. As such, users can read current information simultaneously.
Notably, PDF and HTML are not mutually exclusive. You can link a PDF from or to an HTML page or an HTML page to a PDF. However, the authoring environments for PDF or HTML are distinct.
Maintenance of content between HTML and PDF can be time-consuming and complicated.
As such, an author must specify the best format for the content. Based on the pros and cons of the two types of file formats, choosing either of the two is plausible.
The Choice Between HTML Vs. PDF Is Not As Easy
Both HTML and PDF file formats have their benefits and drawbacks. If you’re looking to convert your files into either format, you need to assess HTML vs. PDF keenly. The capabilities of each file format should guide you on the best choice.
Visit our page for assistance on different file conversions.