How to Reduce PDF File Size

“Attachment too large” and “maximum file size 2 MB” are the two messages that make people search for PDF compression. Before you start, it helps to know what actually makes a PDF big.

What takes up space in a PDF

• Images – scans and photos are by far the biggest part of most large PDFs.
• Embedded fonts – usually small, but many fonts add up.
• Text and vector drawings – tiny; a 100-page text document can be a few hundred KB.

That is why compressing images is where the savings are. A scanned contract that is 20 MB often becomes 2–3 MB.

Compress the PDF

Compress PDF recompresses the pictures inside the PDF and leaves text, fonts, links and form fields as they are – so the text stays sharp and searchable. It runs in your browser, which matters for contracts and statements.

Choose Recommended for email and screen reading, Low if the document will be printed, and Extreme when a strict size limit is all that matters.

Remove pages you don’t need

Blank backs of scanned sheets, cover pages and appendices add weight. Delete PDF Pages removes them, or use Extract PDF Pages to keep only what you need.

Split instead of compressing

If a portal accepts several files, Split PDF can cut a large document into parts that each fit the limit – without lowering image quality.

Scan smarter next time

Scanning text documents at 150–200 DPI in greyscale instead of 600 DPI colour produces files a fraction of the size that are just as readable.