Reduce PDF File Size

PDF files can look great, especially when loaded with lots of full color graphics. Along with that great look, though, can come bloated file sizes that can choke even the hardiest email service. When that happens, you can use a variety of methods to reduce the size of your PDF file. Follow this guide to learn how.

Steps

Using a PDF Converter Program

  1. Download a PDF conversion program. One of the most popular options is PrimoPDF, which is available for free from the developer’s website. This program can create PDF files, but can also shrink existing PDF files. PrimoPDF installs a PDF printer on your system that allows the program to create PDF files instead of printing to a physical printer.
    • CutePDF, Foxit Reader are other popular PDF printers.
    • Once installed, when you print a page you will have the option to print using PrimoPDF, which will save the file as a PDF.
  2. Open your PDF in any PDF reader. Click the "File" menu, then choose "Print". In the printer selection menu, select PrimoPDF as your printing device.
  3. Click the "Properties" button. Depending on your PDF software, you will see different options, but all should allow you to choose the quality that you want to create the new file with. Choose one that preserves the readability but still reduces the size.
    • For PrimoPDF, choose the Screen quality option to get the smallest PDF possible. This will reduce the quality to where it is only suitable for viewing on a monitor, but not for printing.
    • For CutePDF, open the Compression tab and choose your quality settings.
    • If you choose quality options that were higher than the original, your file size will actually end up bigger.
  4. Save the file to your desired location. When you are satisfied with your settings click the Print button. This will open the “Save File As” dialog box, where you can set where you you’re your new version to be saved.

Using Online Tools

  1. Find an online conversion service. There are several websites that will reduce the size of your PDFs. You upload the file to their server, it is compressed, and then it is sent back to you. File sizes typically have to be smaller than 5-10 MB, with a couple of notable exceptions. Popular services include:
    • SmallPDF – This website will compress PDF files and quickly return them to you. There is no limit of the size of the file, or the number of times you can use the service.
    • Neevia’s PDFCompress – This website has a 5 MB file limit but gives you much more control over the compression options than SmallPDF.
  2. Upload the file. Depending on your connection speed, this may only take a few moments. For SmallPDF, you can drag and drop the file into the box on the website. For Neevia, click the “Choose File” button and then browse for it on your computer.
  3. Wait until the file is uploaded and compressed. The compression may take a few minutes, especially for larger files.
  4. Download the file. Once the compression is complete, the website will send you the new file. Depending on your browser settings, you may need to accept this file and indicate where you want to save it.
    • Not all files will benefit from compression. If it is already optimized, you may not be able to reduce the file size any more than it is.

Using the “Reduced Size” Command

  1. Launch Adobe Acrobat. Open the PDF file you wish to reduce. This is not an option in the free version of Adobe Acrobat.
  2. Use the Save As command. From the File menu hover your cursor over “Save As”, which will open a new submenu. Select “Reduced Size PDF”.
    • You can also access the “Reduce File Size” command from the Document menu.
  3. Select what versions of Acrobat you want the PDF to compatible with. Choosing newer versions will result in smaller file sizes, but will render the file un-openable in older versions of Acrobat.
  4. Save multiple files. If you are going to apply the same settings to multiple files, click Apply To Multiple. You will then be able to add the additional files.
    • In the Output Options dialog box, specify your folder and filename preferences.[1]

Using the PDF Optimizer Tool

  1. Open the PDF file you wish to reduce. PDF Optimizer provides finer control for reducing the size of PDF files. For most users, the default settings will provide the best reduction in file size. Optimizer saves space by removing embedded and duplicate fonts, compressing images, and removing items from the file that are no longer needed.
    • Compression of images can result in poor quality that is not suitable for printed materials. Always check the quality of your optimization before committing to saving the changes.
  2. Open the PDF Optimizer tool. From the File menu, choose “Save As” and then “Optimized PDF”. You can also launch the PDF Optimizer through the Advanced menu.
  3. Audit your PDF size. Click the “Audit space usage” button to see a breakdown of what is taking up space in your PDF file. This will allow you to see if your images are making the file too big, or if your embedded fonts are inflating the size.
    • Each aspect of your PDF will be rated by bytes and percentage of total size.
  4. Adjust your settings. Leave as default, or fine-tune your settings as needed. You can switch to different aspects of your PDF (Images, Font, Transparency, etc.) by using the menu on the left side of the window. You can choose to not optimize specific aspects by unchecking the boxes next to each menu item. This can be useful if you want to optimize the text but leave the images unaltered.
    • When optimizing images, you can change color images to grayscale, compress, downsample, and lower the quality.
    • When optimizing fonts, un-embed fonts that you know all of your readers will have. For example, if you are sending the PDF to people at your school, they most likely will all be using the same system to read it, so those fonts do not need to be embedded.
  5. Press OK. Your PDF will be converted using the new settings. You can check the new size by saving the file or by opening the PDF Optimizer again and clicking “Audit space usage” button.[2]

Using Macintosh Preview

  1. Open the PDF in Preview. If your PDF files are set to open in Preview, then simply double-click the file. Otherwise, drag and drop the PDF file onto the Preview icon in your Dock.
    • Create a copy of the original file to test this method before applying it to your final PDF. This method can result in a lot of quality loss.
  2. Click File and select export. In the options, click the Quartz Filter menu, and select "Reduce File Size."
  3. Save the file. Select your desired location, then click Save. Your file will be saved in a much-reduced size. This may result in a noticeable drop in quality.

Compressing the File

  1. Compress the file using your built-in compression function. Both Windows and OS X allow you to compress files into ZIP archives. This will result in a small decrease in file size, and is more suited for compressing multiple files into one archive.
  2. Compress with a dedicated compression program. ZIP archives are not very compressed and won’t result in much file size change. You can download different compression programs to create more compressed files, but your recipients will need to have those programs in order to uncompress and access the file.
    • 7Zip is one of the most popular free file compression programs. Follow Use-7Zip-to-Create-Self-Extracting-excutables.
    • WinRAR is another popular compression program, though it costs money. There is a 40-day trial available.

Use Google Drive and Adobe Acrobat

  1. Upload the file to a free Google Drive account.
  2. Open the file in your browser.
  3. Tell it to print.
  4. Choose "save as PDF" as the destination.
  5. Select a save location. The file should be reduced in size.
    • For example: A file of 54.3MB was reduced to 41.3MB using this method.

Use Microsoft Word conversion

This will allow a huge decrease of the size of your file (for example, it can make you file go from 200 kb to 20 kb => 10 times smaller in some situations)

  1. Open your file in Adobe Acrobat
  2. Save As your file as Microsoft word document
  3. Go to the word document file
  4. Right click on this file
  5. Choose convert to pdf

Tips

  • You can also use other PDF editing programs such as Nitro PDF Professional or Foxit Reader rather than Adobe Acrobat to reduce the file size by using "Save As."

Warnings

  • Adobe Acrobat is not the same thing as Adobe Reader. Adobe Acrobat is a program you must pay for. If you don't have it or if you don't want to purchase it, choose one of the other methods listed.

Related Articles

Sources and Citations

  1. ↑ https://acrobatusers.com/tutorials/reducing-file-size
  2. ↑ https://acrobatusers.com/tutorials/optimizing-pdf-document
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