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How to Make a PDF Smaller for Email (2 Easy Methods)

December 7, 2023 429 views

In a world where digital communication is king, sending large PDF files can be a real headache. But fear not! In this concise guide, we'll unveil two effortless methods to shrink those bulky PDFs for email, ensuring seamless sharing without sacrificing quality. Say goodbye to the frustration of oversized attachments and hello to the simplicity of streamlined file sharing. Let's embark on this journey to make your email attachments lighter and your digital life smoother!

Method 1: Using Online PDF Compressor for Free

How to use an online PDF compressor with an example using Smallpdf. Follow these steps:

Step 1: Open your web browser and navigate to the Smallpdf website at www.smallpdf.com.

Step 2: On the Smallpdf homepage, look for the "Compress PDF" option. It's usually found in the main menu. Click on it to begin the process.

Step 3: You will be directed to the "Compress PDF" tool. Here, you can see a box that says "Choose file" or something similar. Click on it to upload your PDF file.

Step 4: Select the PDF file you want to compress from your computer. After choosing the file, you can see a progress bar indicating the upload process.

Step 5: Once the file is uploaded, Smallpdf will start compressing it. This may take a few moments, depending on the size of your PDF.

Step 6: After the compression is complete, Smallpdf will provide you with a preview of the compressed PDF. You can also see the new file size and the percentage reduction.

Step 7: Now, click on the "Download" button to save the compressed PDF to your computer.

Step 8: Your compressed PDF is ready for use. You can now attach it to your email without worrying about large file sizes.

Method 2: Using an All-in-One Office Suite - WPS Office

How to Install WPS Office for Free

Step 1: Go to the WPS Office website (https://www.wps.com/).

Step 2: Click on the "Download" button.

Alt tag: Select Download button to download WPS Office

Step 3: Once the download is complete, double-click on the installer file to run it.

Step 4: Follow the on-screen instructions to install WPS Office.

Step 5: Once the installation is complete, launch WPS Office and you're ready to go!


How to Make PDF Smaller for Email in WPS Office:

Step 1: Open the PDF file in WPS Office.

Step 2: Click the Compress button on the toolbar.

Step 3: Select the compression level and click Compress.

Step 4: Save the compressed PDF file.

WPS Office is a free and open-source office suite that includes a word processor, spreadsheet program, presentation software, and PDF reader. It is compatible with Microsoft Office files and offers many of the same features.

Here are some of the advantages of using WPS Office:

  • It is free to use.

  • It is compatible with Microsoft Office files.

  • It is available for Windows, macOS, and Linux.

  • It offers a wide range of features.

  • It is regularly updated with new features and security fixes.

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WPS Office- Free All-in-One Office Suite
  • Use Word, Excel, and PPT for FREE, No Ads.

  • Edit PDF files with the powerful PDF toolkit.

  • Microsoft-like interface. Easy to learn. 100% Compatibility.

  • Boost your productivity with WPS's abundant free Word, Excel, PPT, and CV templates.

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How to Make a PDF Smaller for Email Using Preview on Mac

To Make a PDF Smaller for Email Using Preview on Mac, follow these steps:

Step 1: Open the Preview app on your Mac.

Step 2: Open the PDF file that you want to compress.

Step 3: Click on the "File" menu and select "Export".

Step 4: In the "Export" dialog box, click on the "Quartz Filter" pop-up menu and select "Reduce File Size".

Step 5: Select the "Compression Level" you want. There are three options to choose from

a. Low Quality: This will give you the largest file size, but it will also preserve the most quality.

b. Medium Quality: This is a good balance of file size and quality.

c. High Quality: This will give you the smallest file size, but it may slightly reduce the quality of your PDF.

Step 6: Click on the "OK" button.

Step 7: The compressed PDF file will be saved in the same location as the original file.

How to Make a PDF Smaller for Email by Resizing Images

Resizing images within a PDF can significantly reduce its file size, making it easier to send via email. Here's a step-by-step guide using Adobe Acrobat Pro DC:

Step 1: Open the PDF file you want to compress in Adobe Acrobat Pro DC.

Step 2: Select the image you want to resize.

Step 3: Right-click on the selected image and choose "Image Properties" from the context menu.

Step 4: In the "Image Properties" dialog box, click on the "Resize" tab.

Step 5: Under "Scale", enter the desired "Width" and "Height" values as percentages of the original image size. You can also use the "Fit to" options to resize the image proportionally within a specific width or height.

Step 6: Click "OK" to apply the resizing changes.

Step 7: Repeat steps 3-6 for any other images you want to resize within the PDF.

Step 8: Once you've resized all the desired images, save the PDF file. To do this, go to "File" > "Save".

Tips:

  • If you're unsure about the appropriate image size, start with a smaller percentage and gradually increase it until you find a balance between image quality and file size.

  • You can also resize multiple images simultaneously by selecting them all before right-clicking and choosing "Image Properties".

  • If you want to maintain the original image resolution while reducing file size, consider using "Image Compression" instead of resizing. This option will reduce the file size without compromising the image quality to the same extent as resizing.

FAQs

  • How to reduce file size of multiple PDFs using Acrobat Pro?

To reduce file size of multiple PDFs using Acrobat Pro, follow these steps:

Step 1: Open Acrobat Pro and go to the "Tools" panel.

Step 2: Select "Optimize PDF" and choose "Multiple Files".

Step 3: Add the PDFs to be compressed, set the desired compatibility and compression level, and click "OK".

Step 4: Save the compressed PDFs.


  • How to reduce the file size of a picture in Word?

To reduce the file size of a picture in Word, follow these steps:

Step 1: Open the Word file and select the picture.

Step 2: Click "Compress Pictures" in the Picture Format tab.

Step 3: Choose the desired compression options and click "OK".


Summary

This article provides a detailed guide on reducing PDF file sizes for email. It covers two primary methods: using an online PDF compressor like Smallpdf and utilizing the WPS Office suite. The guide also includes FAQs for further clarity, making it easy to compress PDFs for smoother email sharing.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.