Often, PDFs are the best file format for sending documents that you don’t want a recipient to edit. There’s just something more professional about PDFs than the average Word file. You can encrypt a PDF with password protection, make the file read-only, and enable other settings so that important content is preserved. However, they also tend to take up more hard drive space. Below, we’ve outlined different approaches for shrinking a PDF.
Using Acrobat’s “Optimize PDF” Feature
If you have the full version of Adobe Acrobat, learning how to reduce a PDF file size is straightforward. First, launch Acrobat and open the desired PDF file.
Next, go to the File menu, select “Save As Other”, and then click on “Optimized PDF”. This ensures that your original PDF remains untouched, while also creating a smaller version.
A new dialog box will appear, allowing you to specify which versions of Acrobat you want the new file to be compatible with. Newer versions can create smaller files, but they won’t be backwards compatible.
From here, you can either choose “OK” or “Apply to Multiple”. The latter allows you to apply the same reduction settings to additional PDF files.
Using Preview (Mac)
Preview is a basic program for viewing images and PDFs on a Mac, but it can also resize files easily. First, right-click the desired PDF and choose Preview from the “Open With” option. We recommend creating a copy of your PDF before making any changes, just in case.
Next, click “Export” from the File menu. A new dialog box will appear with a section called “Quartz Filter”. Click the dropdown arrow, choose “Reduce File Size”, and then click “Save”. Before sending out your compressed PDF, we recommend checking the result to make sure the quality didn’t drop too much.
Using a PDF Converter
Numerous conversion programs are available online, and many are free to download. PrimoPDF is a popular option, with the ability to create new PDFs and shrink existing files. Once you’ve installed a converter, open your desired PDF.
Next, select “Print” from the File menu and choose PrimoPDF (or the converter you’re using) as the printing device. From here, you can edit the file size by clicking “Properties”. The smallest option is “Screen Quality”, which is just large enough for viewing on a computer screen.
Ensure you select a lower quality sizing option than the original PDF, or your file will end up larger than before. If you’re happy with the new version, click “Print” and choose where you’d like to save the smaller file.
Using File Compression
You can maintain your PDF intact by compressing it into a ZIP file. Windows and macOS both have built-in compression features, typically used to bundle multiple files together in a more compact format. However, you can also use the same feature with just one file.
On Windows, create a folder and paste your PDF inside. Name the folder to match the PDF. Right-click the folder and select “Send to” > “Compressed (zipped) folder”, which is found within the “Send to” section. This will create a new ZIP file in the same location as your folder.
For Mac users, right-click on the PDF and select “Compress [file]” to create a new ZIP version.
Using Online Services
When in doubt, use the Internet. There are a few websites dedicated to PDF compression. They allow you to quickly upload a PDF to their server and receive a much smaller file in return, at no cost. First, upload a PDF to your preferred website. This should take less than a minute unless the file is exceptionally large. When the conversion is complete, the service will prompt you with a Download button, allowing you to access the slimmer file. Keep in mind, if the new PDF is marginally smaller than the original, it may have already been optimized.
Cover image via Ikiry GR
