Guides
How to reduce PDF file size without ruining it
“File too large” is one of the most common messages when emailing a PDF or uploading it to an application portal. Reducing the size is usually possible, but the right method depends on what kind of PDF you have.
First, identify your file type
Open the file and try to select some text. If you can, it is a text-based PDF created by an app such as Word. If the whole page selects as one picture, it is a scanned PDF made with a scanner or phone camera.
Text-based PDFs: start with basic compression
In the Compress PDF tool, the basic level rebuilds the file structure without touching the content, so text stays searchable and selectable. It is ideal for reports and contracts. If the tool says the file is already optimized, most of its size comes from embedded images or fonts.
Scanned PDFs: medium is the sweet spot
The medium level converts every page into a compressed JPEG at a resolution that is comfortable on screen and fine for everyday printing. Scanned documents usually shrink dramatically. Use the strong level only when an upload limit is very small, and check that small numbers are still readable before you send the file.
More helpful tricks
- Delete unnecessary pages with Remove PDF Pages before compressing.
- If the document is made of phone photos, compress the photos with the Image Compressor first, then combine them with Images to PDF.
- Split a long document into parts with Split PDF if the portal accepts several files.
What about privacy?
TOOLORA compresses, removes pages and splits PDFs inside your browser, so personal documents are never uploaded to a server — especially important for official documents and bank statements.