How to Compress a PDF to Send by Email

PDF files are a vital part of our day-to-day work lives. We assume them for everything from contracts and invoices to reports and presentations. Albeit, sending heavy files over email can sometimes be a troublesome experience. Many email providers have size limits, and large files can take a long time to upload and download. Fortunately, there are certainly effective ways through which you can compress PDF files to make them confined and more manageable for email.

In this article, we’ll walk you through the step-by-step process of compressing a PDF file to send by email including how to reduce a PDF’s size for an email in Word, how to send a large file through Gmail, and how to email large PDF files in Outlook. Let’s get going!

Step By Step: How to Compress a PDF

Before we get into the specifics of how to compress a PDF file, let’s start with some basic steps that apply to any PDF compression process:

1. Save a copy of the original file: Always make a copy of the original file before you start compressing it. This ensures that you have a backup in case something goes wrong during the compression process.

2. Remove unnecessary content: Remove any unnecessary pages or content from the respective file. This can include images, graphics, and text that are not needed. This will help reduce the file size.

3. Optimize images: If your file contains images, optimize them for web use. This can reduce the file size significantly.

4. Use a PDF compressor: Employ a PDF compression tool to compress the file. There are many free and paid tools available online that can compress files without losing quality.

How to Reduce a PDF’s Size for Email in Word

If you’re using Microsoft Word to create your PDF file, there are some additional steps you can take to reduce the file size before converting it to a PDF.

1. Optimize images: As alluded to above, optimizing images can reduce the file size significantly. In Word, you can do this by selecting the image, clicking on the Format tab, and choosing Compress Pictures. This will compress the image without losing quality.

2. Use the correct resolution: When saving your Word document as a PDF, make sure you choose the correct resolution. A lower resolution will result in a smaller file size.

3. Use the PDF/XPS format: When saving your Word document as a PDF, use the PDF/XPS format. This will ensure that the file is optimized for online use.

How to Send a Large PDF Through Gmail

Gmail has a file size limit of 25MB for attachments. If your respective file is larger than this, you’ll need to use a file-sharing service like Google Drive or Dropbox. Here’s how:

1. Upload the file to Google Drive or Dropbox: First, upload the file to your preferred file-sharing service. This can be done by dragging and dropping the file or by clicking on the upload button.

2. Share the file: Once the file has been uploaded, you can share it with the recipient by sending them a link. You can do this by selecting the file, clicking on the share button, and entering the recipient’s email address.

3. Notify the recipient: Once you’ve shared the file, notify the recipient by sending them an email. In the email, include the link to the shared file and any additional instructions.

How to Email Large PDF Files in Outlook

Outlook also has a file size limit of 25MB for attachments. If your PDF file is larger than this, you’ll need to use a file-sharing service like OneDrive or SharePoint. Here’s how:

1. Upload the PDF file to OneDrive or SharePoint: First, upload the file to your preferred file-sharing service. This can be done by dragging and dropping the file or by clicking on the upload button.

2. Distribute the file: Once the file has been uploaded, you can share it with the recipient by sending them a link. You can perform the respective process simply by selecting the file, clicking on the share button, and entering the recipient’s email address.

3. Apprise the recipient: Once you’ve shared the file, notify the recipient by sending them an email. In the email, include the link to the shared file and any additional instructions.

Other Things to Consider

There are a few other things to consider when compressing PDF files for email:

FAQs About Compressing PDFs

Would you like to know more? If so, this FAQ is designed to address common issues with compressing PDF files. If you’ve ever encountered difficulty in reducing the size of a file, this guide provides helpful tips and solutions to make the process smoother and more efficient.

Q: Why won’t my PDF file compress to a smaller size?

A: There could be several reasons why your PDF file is not compressing to a smaller size:

• File type: Make sure that your file is not a scanned image. Scanned files are essentially images, and they cannot be compressed as effectively as text-based PDF files.

• Encryption: If your file is encrypted, it can’t be compressed. You’ll need to remove the encryption before attempting to compress the file.

• Embedded fonts: If your file has embedded fonts, it can cause the file size to increase. You can try removing embedded fonts and replacing them with standard fonts to reduce the file size.

• High-resolution images: If your file contains high-resolution images, they can cause the file size to increase. You can try reducing the resolution of the images or compressing them before inserting them into the PDF file.

• Compression settings: If you’re using a PDF compression tool, make sure you are using the right settings. Different compression settings can have different effects on the file size.

Q: What is the best way to compress a PDF file?

A: The best way to compress a PDF file is to use a dedicated PDF compression tool. There are many free and paid tools available online that can help you compress your file. Some of the popular compression tools include Adobe Acrobat and  Nitro PDF.

When using a PDF compression tool, make sure to choose the right compression settings. Additionally, it’s a good idea to preview the compressed file before saving it to make sure that the quality is acceptable.

Q: What should I do if my compressed PDF file is still too large?

A: If your compressed PDF file is still too large, you can try the following:

• Split the file: If the file contains multiple pages, you can split it into smaller files, each containing a few pages. This can help reduce the file size.

• Remove unnecessary content: If your file contains unnecessary content like bookmarks, annotations, or embedded videos, you can remove them to reduce the file size.

• Convert to a different file format: If you don’t need the PDF file format, you can try converting it to a different format like JPEG or PNG, which can result in a smaller file size. However, keep in mind that this may reduce the quality of the file.

• Compress the file again: If the above steps don’t work, you can try compressing the file again using a different compression tool or different compression settings.

In conclusion, compressing PDF files is a necessary step when sending them via email. By following the steps outlined above and using the right tools, you can reduce the size of your files without sacrificing quality. Remember to consider the security of your files and the compatibility of the file format with the recipient’s email service. 

Moreover, reducing the size of your documents has the further advantage of minimizing the amount of space they’ll occupy on your device. In turn, whether you’re using a PC, Mac, or smartphone, this will enable you to store other files, like images, music, videos, or other documents. With these tips, sending large PDF files via email can be a hassle-free experience!

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