How to Reduce PDF Size: Easy Ways to Compress PDFs Without Losing Quality

More often than not, PDFs become too large because they contain high-resolution images, scanned pages, embedded fonts, hidden data, and more. 

All these things inflate their sizes beyond email limits. Every time that happens, it gets frustrating. 

But you don’t need to worry about that. There are several ways to compress PDF files while still maintaining readability. 

If you are looking for how to reduce PDF size, this guide is for you. It explains all the methods to compress PDF files on Windows, Mac, smartphones, and online. 

Why Is My PDF File So Large?

If you are wondering why your PDFs are feeling as heavy as lead and dragging your computer down, you are likely dealing with the following culprits. 

• High-resolution images: A picture is worth thousands of words and, in this case, megabytes. A high-DPI image can take up a lot of space. 
• Scanned Documents: If you are scanning paperwork from scratch, it will turn everything into uncompressed images. 
• Embedded Fonts: Wanting custom typography for your PDF can also lead to bloating. 
• Hidden Data: Metadata and hidden layers are often swept under the rug, and nobody pays any attention. However, these invisible things also accumulate data in the background. 

How to Compress a PDF Using Online Tools

Now, we’ve come to the real deal – how to reduce PDF file size. If you don’t want your computer to do too much heavy lifting, then relying on web-based compressors can turn out to be a lifesaver. 

Let’s check out the steps you need to take. 

• Open an online PDF compressor tool.
• Upload the PDF in question.

  

• Now comes the time to choose the compression level.

  

• After that, click on the Compress PDF button.

  

• Finally, when the process is completed, click on the Download button.

  

Now, you might be wondering what the benefits of using web-based compressors to shrink PDF file size are. 

• No heavy lifting required for your computer; all is done on the cloud in a browser. 
• The compression is very fast; you can compress a PDF in the blink of an eye. 
• So, if you require such a service once in a blue moon, then web-based compressors are perfect. 

How to Reduce PDF File Size Using Desktop Software

Well, if you are using this feature more often, then you might be better off using desktop software because these software can do heavy lifting at scale. 

Let’s take a look. 

Save as Optimized PDF

There is an option to save your file as an optimized PDF right there in Windows. But before doing that, you might want to review your PDF and remove unnecessary elements. 

Such as: 

• Embedded fonts
• Duplicate pages
• Blank pages
• Metadata
• Unnecessary images
• Hidden layers

And more…

Once you’ve done all that, you can begin saving your file. 

• Open your PDF in Adobe Acrobat and click on File and then the Save as Other option. 
• Now choose the Optimize PDF option, and it will take you to a new dialog box.

  

   

The optimizer feature gives you complete control over elements you add in the file. Check the boxes you want to optimize, such as fonts, images, and more. 

Export with Reduced File Size

In some versions of Word, when you are saving the file as a PDF, there is an option to reduce the PDF file size. 

Here is how you can use it with ease. 

• Click on the File button and then choose the Save As option.

  

• Now, click on Browse and select PDF from the drop-down menu.

  

• As soon as you choose PDF format, the Optimize for option appears.
• Now, check the dialog box next to Minimum size (publishing online).

  

How to Reduce PDF Size on Windows

If you are someone looking to reduce PDF size on Windows, then you can use these techniques. 

Windows Print to PDF: Open your PDF in a web browser and then try to print it. Then select Microsoft Print to PDF as your printer. 

Essentially, it removes all the unnecessary elements from the file without breaking a sweat. 

Adjust Microsoft Office Export Settings: We’ve discussed this option in detail in the above section. In essence, you have to select the minimum size (publishing online) option instead of the standard. 

Third Party PDF Software: If all else is not working, you can always rely on third-party PDF software. They come with all the modern bells and whistles required for a comprehensive PDF tool. 

How to Reduce PDF Size on Mac

If you are wondering how do I make my PDF smaller on a Mac device, there is no need to get worked up. macOS comes with built-in PDF tools. 

Use Preview: Apple’s built-in Preview software can lighten the PDF file in a heartbeat. 

• Open your file in Preview
• Then click on File and select Export (don’t select Export as PDF).

  

• From the dropdown menu, choose the Quartz Filter option and then Reduce File Size.

  

Note: You must know that Preview is very aggressive in compressing images. So, they might become blurry. 

Third Party PDF Tools on Mac: When native programs do not make the cut, desktop applications take charge. 

Use an application like Adobe Acrobat to compress your PDF. We’ve listed the steps required for that in the above section.

Online Compression: If all else fails, online compression platforms are always there, whether you are using a Windows or Mac system. 

How to Reduce PDF Size on Android

Shrinking documents on an Android device is also as easy as pie. Android offers a clear path to trim excess bloat on the go. 

• Use the Files by Google App: Open the app and navigate to where the PDF file is stored. Now tap on the three dots right next to the file and select Compress. It will create a zipped file. 
• Keep in mind that this will not change the underlying structure of the PDF file; it just shrinks the overall footprint in a flash. 
• Use Dedicated Compression Apps: If just creating a zipped file doesn’t cut it for you, use specialized compression apps like SmallPDF or iLovePDF. 
• Use Online Compression Platforms: Just like on any other device, online compression works well on Android as well. 

How to Reduce PDF Size on iPhone and iPad

Compressing PDF files on an iOS device is relatively straightforward, thanks to its built-in features. 

Use the Native File App: If you are running modern iOS, then there is good news for you. Apple has a built-in compression ability in its Files app. 

• Navigate to the document in the Files app and then tap and hold on it.

  

• Now select the Quick Actions option from the menu.
• After that, tap on the Optimize File Size option.

Mobile PDF Apps: When the built-in option is not worthy of your attention, there is always the option of mobile PDF apps. These PDF apps offer A-Z features related to PDF, even compression. 

Cloud-Based Compression Tools: If you aren’t using this too frequently, then there is no need to download additional apps. Just use any cloud-based compression tool to satisfy your needs. 

How to Make a PDF Smaller Without Losing Quality

Are you looking for how to make a PDF smaller without losing quality? Here is the list of best practices you should follow to make it shed some MB. 

• Use Medium Resolution Images: You can download a 300 DPI image to 150 DPI, and the file will shed some weight in the blink of an eye without losing quality. 
• Focus Only on Large Images: If you want your document to stay sharp as a tack, focus only on large images, as they are space hogs. 
• Remove Unnecessary Objects: You must trim the invisible fat in a PDF file, such as metadata, fonts, and annotations. 
• Save As Optimized PDF: When you use this preset from Adobe Acrobat, it deletes all bloating from the file. 

Reducing MB of PDF: What Works Best?

A few methods work like a charm in reducing the MB of PDF. You can easily cut them down to size by doing the following things: 

• First, we always look at images as the biggest culprit when it comes bloated to the gills file size. 
• Metadata comes at number two in bloating a PDF. 
• If you use Acrobat’s Optimize PDF option, it works as well. 

Here is a quick comparison of these methods. 

Method	Expected Size Reduction	Quality Impact
Image Compression	High	Low–Medium
Remove Metadata	Low	None
Optimize PDF	Medium	Minimal
Lower Resolution	High	Medium
Remove Embedded Fonts	Medium	Low

Benefits of Reducing PDF Size

Before answering the real question, how to reduce PDF size, let’s first take a look at the benefits of reducing PDF file size. 

• Massive PDF files are data hogs and can fill up space on your hard drive and cloud in the blink of an eye. Compressing the PDF gives you the option of keeping your space neat and clean. 
• With a reduced PDF file size, you can easily breeze through email attachment limits. 
• We all know that uploading large files takes an eternity. In contrast, compressed PDF files make the process significantly faster. 
• By having a smaller PDF file, you will be able to collaborate much better. 

Conclusion

Learning how to reduce PDF size makes it easier to share documents, meet upload requirements, and save storage space without sacrificing important content. 

The most effective methods of reducing PDF size are online compression tools, the Adobe Acrobat method, or native built-in compression tools on different devices. 

However, choosing the best one depends on what your needs are. If you need one-time service, depending on online compression, it is the way to go. However, for bulk compressions, you’d be better off with dedicated software. 

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