PDF or Portable Document Format is a common format used to share documents on the internet. It is used widely to provide important information that needs to be shared securely. However, PDF files can be challenging to send over emails because of their large size. PDF files are mostly bigger in size because of their quality and resolution. It becomes challenging to store, transmit, and share huge PDF files. Hence, people often want to convert their PDF files to smaller size files that do not eat up much space and can be shared with ease. In this blog, I will guide you on how to convert PDF files to a smaller size.
Video Tutorial:
The Challenges
PDF files have upgraded the way of sharing documents, but with every facility, there come some challenges. The first and most significant challenge is the size of the PDF. The size of a PDF file can go up to several gigabytes that makes it difficult to store and transmit and even share. Second, this large size takes more time to upload or download. Sometimes the network speed is slow, and transmitting large files can consume the whole day or more, which can be frustrating. Lastly, PDF can be challenging to view on devices like mobile phones because of their size. These challenges can be tackled easily by compressing PDF files and making them smaller.
Things You Should Prepare for
Before we begin, here are a few things that you should have in hand:
1. A PDF file that you want to compress
2. A computer or laptop
3. Internet connectivity
Method 1: Compress PDF Online
This is the easiest way to compress a PDF file. There are various online websites available that help reduce PDF size online without installing any software. Follow these steps:
1. Open the web browser
2. Type “compress PDF online” and hit enter
3. Select one of the websites, e.g., pdfcompress.com, smallpdf.com, etc.
4. Upload the PDF file that you want to compress
5. Wait for a few seconds (depending on the size of the file)
6. Download the compressed file
7. Your PDF file is now compressed.
Pros:
– Quick and easy to use
– No software installation required
Cons:
– Internet connectivity required
– File size limit can be low
Method 2: Use Adobe Acrobat Pro
Adobe Acrobat Pro is a paid software that provides various features, including compressing PDF files. Here are the steps to compress a PDF file using Adobe Acrobat Pro:
1. Open the PDF in Adobe Acrobat Pro
2. Go to the File menu
3. Click on Save As Other
4. Select Reduced size PDF
5. Adjust the compression rate as per your requirement
6. Click on OK
7. Save the file with a new name
8. Your PDF file is now compressed.
Pros:
– Provides high-quality compression
– Large file-size limit can be compressed
Cons:
– Adobe Acrobat Pro is a paid software
– Can be complicated to use for beginners
Method 3: Use Preview on MAC
If you are a MAC user, you can use the Preview option to compress PDF files. Follow these steps:
1. Open the PDF in Preview
2. Go to the File menu
3. Click on Export
4. Select the format as ‘PDF’
5. Click on the Quartz filter and select ‘Reduce File Size’
6. Click on Save
7. Your PDF file is now compressed
Pros:
– Built-in default option with MAC devices
– Easy to use
Cons:
– Limited customization options
– Only available on MAC devices
Method 4: Use Third-Party PDF Compressor
Various third-party software is available to compress PDF files, both free and paid. Follow these steps:
1. Install any of the third-party software available, e.g., Nitro PDF, Foxit PhantomPDF, etc.
2. Open the software
3. Import the PDF file that you want to compress
4. Select the compression level
5. Click on ‘Compress’
6. Save the compressed file with a new name
7. Your PDF file is now compressed
Pros:
– Provides high-quality compression
– Large file-size limit can be compressed
Cons:
– Third-party software can be costly
– Time-consuming to download and install
Why Can’t I Compress My PDF File?
Sometimes, despite trying multiple ways, a PDF file cannot be compressed. Here are some reasons and their fixes:
1. Images in the PDF file: If images in the PDF file are of high quality, they can take up a lot of space. The solution is to compress the images before adding them to the PDF.
2. Fonts: Many times, a PDF file contains custom or unusual fonts that result in a massive size. The solution is to use standard fonts, which are less bulky.
3. Text in the PDF: Large blocks of text in PDF can make the file size more significant. The solution is to break down the text into smaller sections or paragraphs.
Additional Suggestions
Here are some additional suggestions that you should keep in mind while compressing PDF files:
1. Compress only if necessary: Only compress the PDF file if it is challenging to share or upload. Compressing multiple times can affect the quality of the file.
2. Choose the correct level of compression: Always choose the correct level of compression as per your requirement. If you compress it quite a lot, the quality of the file can suffer.
3. Secure the file: Before sharing, check if the compressed file is secure or not. Use encryption or password protection to secure the file if required.
5 FAQs:
Q: Can I edit a compressed PDF?
A: Yes, the compressed PDF can be edited.
Q: Can I compress a password-protected PDF?
A: Yes, a password-protected PDF can also be compressed.
Q: What is the ideal size of a compressed PDF?
A: The ideal size depends on the usage and formality of the document. It should be big enough to be legible and small enough to be practical.
Q: Can I compress multiple PDF files at once?
A: Yes, some online and third-party software provides the feature of compressing multiple PDF files at once.
Q: Can I compress a PDF without compromising the quality of the file?
A: Yes, it is possible to compress a PDF without compromising the quality of the file.
Conclusion
PDF files are an essential way of sharing documents. However, their size can be a hurdle in transmission and sharing. Compressing PDF files can help to reduce their size, making it easy to store and share them. In this blog, we have outlined four easy ways of compressing PDF files, and additional tips to keep in mind while compressing. The FAQs section provides additional answers to common questions that arise while compressing PDF files.