How to Reduce PDF File Size - Optimal Techniques

Learn effective techniques to reduce PDF file size efficiently. Explore how to change the file size when you share PDF files with your coworkers.

Reduce PDF File Size - Optimal Techniques

The PDF format is incredibly popular because it can make your document appear exactly like a printed copy. This is one of the reasons why PDFs are so widely used. With its ability to support intricate layouts, typefaces, colors, and high-resolution photos, the PDF format is an ideal medium for publications that contain a great deal of content.

However, once you are entrusted with transmitting your file by email to clients or coworkers, you may rapidly discover that it is significantly larger than the 20 MB restriction that is established by many email hosting services. In the following paragraphs, we will discuss the results that we obtained when we tried a few of the available options, as well as provide a few suggestions on How to reduce pdf file size.

How to reduce PDF file size

Learn how to change the file size when you share PDF files with your coworkers. This will ensure that you are able to work together more effectively. It is possible to transmit and upload documents more quickly if you are familiar with the process of changing the size of a PDF file. This can help you save time and enhance your productivity. Having an understanding of the various ways in which the file size of a PDF can be altered can also assist you in preparing your document for a variety of different scenarios.

To assist you in how to reduce the size of your PDF file, the following procedures are provided for your convenience:

Determine the size of the PDF file you have

The first thing you need to do in order to reduce the size of your PDF file is to determine the size of your PDF. For those who are familiar with Adobe Acrobat, the following procedures can be utilized to determine the size of your PDF file:
  • To save the file, select "File."
  • You should select "Properties."
  • Find the line that says "File Size."
  • In order to determine the size of the PDF file, you can apply the following steps if you are using a different method:
  • Open the file explorer on your personal computer.
  • Please select the folder that contains your PDF file.
  • Choose your PDF file to open.
  • The "Size" column should be read to determine the size of the file.
Once you have determined the size of your PDF, make a note of it so that you can refer to it when you compress the file at a later time. When it is possible, use files that have been transformed electronically.

Make use of Electronic Conversions

Take advantage of electronic conversions if you want to keep the size of your original PDF files small. When compared to printing the document out and then scanning it as a PDF, the file size saved by converting the file straight to a PDF is far smaller. This option is available in a number of word processors. Scanned documents may be larger for a number of reasons, including the following:
  • On a document that is black and white, the scanner is able to identify the color.
  • The default setting for the scanner was 300 dots per inch (DPI), despite the fact that PDF files require just 72 DPI.

Strategies to Reduce PDF File Size

When it comes to lowering the size of PDF files, there are four common methods:
  • The Adobe Acrobat PDF Optimizer tool is being utilized.
  • I am creating a PDF file from a Microsoft Word document.
  • Use a compressor tool that is available online.
  • I am changing the file format of the document to a ZIP file.

Four ways to reduce the size of the PDF file

In order to select the approach that is most suitable for your PDF file, you can look at the following four methods:

Using the Adobe Acrobat PDF Optimizer tool is the first step

It is possible to minimize the size of your PDF files by utilizing the following ways if you are working with PDF files and you are using Adobe Acrobat: The color formatting should be changed. The file size may decrease if you change the color formatting of your PDF file from CMYK to RGB. You are able to accomplish this by following the steps that are listed below:
  • Launch a program from Adobe, such as Acrobat Pro, and open the PDF file. Select "Tools".
  • Choose the option labeled "Print Production".
  • Select the option to "Convert Colours".
  • Please select the RGB color space.
  • To convert to FOGRA 39, select the appropriate profile.
  • Make a selection of the pages within the PDF file that you wish to change.
  • While you wait for the file to convert, click the "OK" button.
  • If you want to determine whether or not you were successful in compressing the file, you can examine the size of the file after you have changed the color formatting.
  • Remove components that are not necessary.
  • It is also possible for the file size of your PDF to be affected by blank space. Getting rid of these gaps can assist you in reducing the size of the file. You are able to accomplish this by following the steps that are listed below:
  • Then, select "Tools".
  • Scroll down to "Advanced Optimisation".
  • Decide on the "PDF Optimizer".
  • Choose the option labeled "Audit Space Usage".
Your PDF file should be saved once the program has finished processing your request. This will allow you to establish whether or not you have successfully reduced the size of the file by comparing it to the initial file size.

Please save the file as a PDF with a reduced size.

You may minimize the size of your PDF file in a number of straightforward methods, and this is one of them. While the quality of the photographs may suffer and digital signatures will be removed, it may also make it simpler and more practical to transfer the file. If you want to minimize the size of your PDF file in this manner, you can do so by following the steps below:
  • Open the PDF file you have.
  • Make sure you select "File".
  • Please select "Save as Other".
  • Please select "Reduced Size PDF".
  • To proceed, select "OK".

How to reduce PDF file size using Microsoft Word?

If you have written your document in Microsoft Word, you can convert the file into a PDF format using digital means. If you want to save a PDF file of a minimal size from a Word document, you might want to consider following the steps below:
  • In order to save the Word document as a PDF file, you must first open it.
  • Click the "File" button that is located at the very top of the image.
  • To save the file, select "Save As".
  • Choose "PDF" as the type of file to save.
  • Type in the name of your file.
  • The "Optimise for" option should be located.
  • Choose the "Minimum Size (Publishing Online)".
  • Make sure to click "Save".

How to reduce PDF file size in PDF Compressor?

Some programs are the size of your PDF file without the need for a program program, such as Acrobat Pro. These programs include print-to-PDF programs and online PDF compressors. These are some examples of online compression services and programs that are capable of performing this function. Some of these programs may compress the file automatically, while others may require you to finish a few steps before the compression process is finished.

For instance, a program might ask the user to save the file as a reduced-size PDF, which might have an impact on the quality of any fonts and images that are included in the document. By looking for your PDF in your file explorer, you will be able to determine both the quality and the size of the compressed version of your document.

How to reduce pdf file size by creating a ZIP file?

In order to compress your document, you can turn it into a ZIP file by following the steps that are listed below:
  • A file explorer should be opened.
  • Locate the PDF file that you wish to compress.
  • On the file, right-click it.
  • Please select "Send to".
  • Scroll down to the "Compressed (zipped) folder".

In addition, converting PDF files in this manner can be helpful if you want to store multiple large documents together or if you have multiple papers that you want to deliver to the same individual.

Advantages of Reducing the size of PDF files

A substantial amount of information, including text and graphics, is generally contained within huge files, which are defined as those that are larger than one megabyte. The following is a list of some of the most prevalent reasons for reducing the size of the PDF file: 
  • Compressing a PDF file can help you save storage space by saving a large quantity of information on your device while only requiring a small amount of memory.
  • Minimizing the file size can also help you upload a PDF file more quickly by minimizing the amount of storage space and data that is necessary for the upload. This is one way to improve the efficiency of the upload process.
  • When it comes to file sharing, reducing the size of the PDF file can make the process of sending it to a colleague, a customer, or a client via email more straightforward by making it simpler to upload, attach, and download the file.


Sharing or generating PDF documents that may be downloaded is a popular practice among bloggers, business owners, and a variety of other organizations. When you share a PDF that has been cleaned, optimized, and compressed, it is much simpler to share your PDF online, namely over email, and especially to people who have a slow internet connection.

There are times when reducing the size of PDF files is difficult, but it is a short process. There are a number of methods available to reduce the size of a PDF file without compromising its quality. Utilizing the compression functionality of your PDF editor when you save your work or utilizing a service that compresses PDF files online are the two most straightforward methods. You can also create a new file that is optimized by using the "Save As" command rather than the "Save" command.

Many professionals say that the ideal size for web-based PDFs is 1,024 KB, which is equivalent to 1 MB. This is the size that you should strive for. If this is not the case, you should rely on the maximum upload size of the location where you intend to deploy your PDF.