Technology

How to Compress PDF Files in 6 Easy Steps

Img source: syncfusion.com
Written by Quentin Hack

Compressing the files is important for one top reason – storage. Since we are using cloud storage, easy cloud transfer, and even web servers, uncompressed files will take a lot of space. You can always buy more storage, but when you have an option to compress the file and decrease it up to 90% without losing the quality of the content, then do that, and save a lot of space in your storage drive. Also, when resized, the file can be easily transferred from one device to another through email, or any other communication channel.

It’s also a good option when you have to send or receive a batch of files that overcome the limits of the email capacity. The whole process is very simple, like:

  1. Visit this website

While you are here, see the other options. Maybe you will find something that will be useful for your further work.

  1. Find the file you want to compress

Access the document from its location on your hard disc, or anywhere it is saved.

  1. Drag and drop it, or upload it to the field for that

Whatever you think is nicer.

  1. Choose the size and quality

Most of the services let you choose how much of the original size you want to keep.

  1. Click “compress”

Now, wait for the file to be ready.

  1. Download it when completed

Img source: unsplash.com

Save it to your device, or even get a share link.

Yes, it’s easy like that.

But, why do that? How it’s the whole process done?

There are two types of compression. The better one is assuring you that even though the file will be smaller in size, it won’t lose any quality, like resolution, or the clearness of the pictures inserted into the document. There is also another type, that openly tells the user that some quality will be lost during the process. Both of the files will look the same, but the difference is in the background, and usually don’t make any issues to those who have to use the document. In most cases, our eyes won’t be able to detect any difference, but there will be some changes in the code.

File compression, no matter the type of the file, is needed when we need to store data, but we are limited on storage and have to save space on the hard drive, cloud memory, or server. Also, it’s easier to upload and send through email, Messenger, and it will be delivered in a few seconds to the sender. It saves enough megabytes, which is important when you are using a limited Internet offer, no matter the reason for that.

Another important case is when you have to archive the data and create a backup copy of the files. Since it’s always a good idea to save the copy on your computer, but also a USB drive or something like that, the size is important, and maintaining the source quality is too. That’s why you have to use trusted services, so you can be sure they will deliver a quality compressed PDF file, and won’t save a copy of it that will be available at their servers forever.

Img source: pexels.com

Can I use the same service to convert to other formats?

Of course, you are able to convert the PDF file back to .doc or .docx, or to a batch of photos if the PDF is assembled by scanned documents. Most of them support even other file formats, and you can still compress them if too big after the conversion.

How are the compressed files used?

When you receive a PDF and it’s too big to be uploaded to your website, you can still manage to put it there, but after you compress and optimize it. For example, most modern websites don’t let you upload files bigger than 2MB, and the documents can be pretty bigger, especially if special fonts, characters, and pictures are used while creating the original one.

Once you have the compressed version of your PDF file, you can check if everything is fine inside. If you read e-books, this can be pretty useful, especially if you use your smartphone or tablet for that purpose. Just follow the steps we described above, compress the book, and download it to your device directly, or send it through email.

Also, when you have to send them through services like WeTransfer, you can again use this same option, so you can send more files in one folder. When the PDF files are smaller, the computer will load them faster and properly, and they won’t use too much capacity of your processor.

Img source: unsplash.com

The pros and cons of PDF compression

We mentioned a lot of benefits, including storage saving, and efficient data transfer. Emails mostly have limits for sending and receiving files, and if it overcomes the allowed size, it will be automatically uploaded to a drive, and not everyone prefers that option. Sometimes the recipient may ask you to do that, so they can save some space on their email, or if they are limited with their Internet speed or connection.

As you compress the file, a process named data compression is going in the background, which ensures you do not lose any data and maintain the same quality as the original file. In most cases, you can do this online for free, and you will get a nice quality compressed PDF file back.

Some services will provide a compressed file that should be uncompressed when you receive it, and that means additional few minutes of work, which sometimes can be crucial for someone to ignore the file in the email. So, our general advice is to follow the six basic steps we described at the beginning, without losing nerves experimenting with other converters and compression services.

PDF is the most used type of file when documents should be sent to more than one person because it ensures all the parties that no one will try to change and manipulate the content.

About the author

Quentin Hack