How to Reduce the Size of PDF Documents

How to Reduce the Size of PDF Documents Before Uploading

Many websites limit the size of files that can be uploaded. This is done to save server space and help web pages load faster for visitors. Smaller files also help people using mobile phones or slow internet connections.

For this reason, documents uploaded to the website should normally be under 1MB.

If a PDF is larger than this, it should be compressed or optimised before uploading.

The good news is that this is usually quick and easy.

Why Smaller PDFs Are Better

Reducing the file size of PDFs helps in several ways:

• Pages load faster
• Visitors using mobile data download less data
• Documents open quicker on phones and tablets
• The website stays fast and reliable

Large PDFs can slow down a page or make visitors wait while a document downloads.

Before You Start

First check the size of the file.

On Windows:

1. Right click the PDF file.
2. Click Properties.
3. Look for Size.

On Mac:

1. Right click the file.
2. Click Get Info.

If the file is over 1MB, it should be reduced before uploading.

Option 1 – The Easiest Method (Recommended)

Use Smallpdf (Free Online Tool)

Website:
https://smallpdf.com/compress-pdf

This tool works in any browser and is very simple to use.

Steps

1. Open the website above.
2. Click Compress PDF.
3. Drag your PDF file onto the page.
4. Choose Basic Compression (Free).
5. Wait a few seconds.
6. Click Download.
7. Save the new file.

The new PDF will usually be much smaller and ready to upload. It will also be more accessible for your customers and reduce your page’s loading time.

Option 2 – Another Free Online Tool

Use ILovePDF

Website:
https://www.ilovepdf.com/compress_pdf

Steps

1. Open the website.
2. Click Select PDF file.
3. Choose your file.
4. Select Recommended compression.
5. Click Compress PDF.
6. Download the smaller file.

This tool works very well for documents created in Word.

Option 3 – Reduce Size When Saving from Microsoft Word

If the PDF was created from Word, it is better to reduce the size before saving the PDF.

Steps

1. Open the document in Microsoft Word.
2. Click File.
3. Click Save As.
4. Choose PDF as the file type.
5. Select Minimum Size (Publishing Online).
6. Save the file.

This usually creates a much smaller PDF.

Option 4 – Reduce Image Size Inside the Document

Large PDFs are usually caused by large images.

If your document contains photos or scanned images:

In Microsoft Word

1. Click on an image.
2. Go to Picture Format.
3. Click Compress Pictures.
4. Select Web (150ppi).
5. Click OK.

Then save the document again as a PDF.

Tips for Creating Smaller PDFs

To keep documents small and easy to use:

Keep images small

Very large photos create very large PDFs.

Avoid scanned documents when possible

Scanning documents often creates very large files.

• If scanning is required:
• Use black and white
• Use 150dpi or 200dpi or less

Avoid unnecessary pages

Remove blank pages or duplicate content.

Use simple formatting

Complex graphics and backgrounds increase file size.

A Good Target Size

For most website documents:

Before Uploading

Please check that:

• The file size is under 1MB
• The document opens correctly
• The text is readable on a mobile phone

If You Need Help

If you have difficulty reducing the size of your document, please just email attaching the document and referencing the website and we will sort it out for you.

Faster page loading and optimised imagery and content play a significant role in environmental factors. See our environment page here to learn more.