Online newsletters

Many congregations want to distrubute their newsletters in ways other than paper.

Email

One option is to offer to send the newsletter out as an email attachment. This is

• Cheaper (You can have members opt-out of getting it in the mail, so it saves in postage and paper).
• Faster (It is instantaneous, once you create it, it can be sent out to a website or e-mail list instantly).
• Online (it can be easily searched and archived)

Web

Another option is to post the newsletter, or part of it, on a web site. Many congregations consider part of the newsletter to be inappropriate for worldwide public access, and thus avoid this, or pull sections out the newsletter before posting it. (In fact the UUA endorses these privacy concerns.) But it can make the content much more widely available and serve as wonderful outreach for the congregation.

Format options

PDF

• People can view it and print it, needing only a free PDF reader like Adobe Acrobat or xpdf.
• It looks the same on every machine.
• It is easy to send as an email attachment
• A free tool to create pdf files can be found at http://www.cutepdf.com/ Once installed, it appears to be a regular printer. A PDF of a document can then be created from any program that supports printing.
• Another free tool which creates and manipulates pdf files is available at http://software995.com/. This product will open a browser window to an ad whenever it is used, but if your browser cannot access the internet, it still works fine.

HTML

HTML is generally much better than pdf for providing information via the web.

• The aspect ratio (which is usually not 4:3) and size of the pages in a PDF document is a poor match for a computer screen. So reading PDF on-line is generally a worse experience than reading HTML. With good HTML, the user can choose a font size and a window width so the text is easy to read, and the paragraphs are laid out to match the user's preference. But with PDF the user has no choice of line length. At a nice font size the page often doesn't fit on the screen. Reading 2-column output requires either a small font or lots of up-and-down scrolling. Headers and footers and page breaks get in the way.
• PDF information is less accessibile than HTML, e.g. for those with vision impairments.
• PDF is designed for printing, not browsing or sharing articles to be reused in other publications. When the user does a copy-and-paste of text, it all ends up in one blob with paragraphs, lists, etc. all mushed together into one unformatted paragraph. Words that contain ligatures (like when "fi" is represented by a single joined printing symbol) will often be garbled. Often the entire selection doesn't show up in the clipboard. Problems with hyphenation and multiple columns, etc. often crop up.
• Images are embedded, so they aren't easy to pull out as a .jpg or .gif file for reuse.
• Hyperlinks work badly. Relative hyperlinks are generally preferable but don't work on some platforms. Putting it all in one file to avoid this handicap makes it slower and harder to just read one part of the document.
• PDF files are usually larger than a simple HTML version.
• PDF documents are harder to reuse since they are not an editable source format and the formatting instructions are gone.
• PDF is a proprietary format. Control over the evolution of the format is not managed by an open standards body, so those who standardize on PDF are vulnerable to future changes Adobe (or some future company that might buy Adobe) makes.
• Programs that create PDF are less available or cost more money than programs to produce HTML.
• PDF "Security" is sometimes viewed by producers as a useful feature, but it is mostly useful "for keeping honest people honest". Anything that someone can view on the screen can be captured for use elsewhere, so it won't protect you from plagarizers, etc. Features like printing or saving to a file can be made more difficult, but simply can't be prevented.

Microsoft Word

Closed, proprietary formats like Microsoft Word are a bad choice for disemination of information online. See http://bcn.boulder.co.us/~neal/attachments.html for information on the problems with Word, involving access, privacy, security, cost, freedom, and for tips on how to convert Word documents into more appropriate formats.

See Also

• PDF vs HTML