Emailing a PDF file should be easy and convenient; however, some PDF files are just too big to send and will likely result in upload errors, bounced emails, or slow transmission speeds. Large PDF files also consume more storage space and are difficult to share with others. Also, big files are not easy to manage and organize.
When you want to share office documents, contracts, portfolios, bills, or educational materials, shrinking your PDF files is essential. The solution is to compress PDF without losing quality which will make it easier to share, store, and manage PDF files.
In this article, we will demonstrate how to shrink a PDF file size for email on Windows operating systems, using an online app and Systweak PDF Editor.
How To Compress A PDF for Email?
Method 1 – Use Systweak PDF Editor To Shrink PDF File Size (Recommended Method)
Systweak PDF Editor is a comprehensive PDF editor and a PDF compression software that allows users to compress PDF without losing quality and reduce PDF size for email attachment. It has 5 modes of compression with different options that suit all types of users. This PDF editor tool also allows users to edit the content of the PDF and manage the pages of the PDF file.
Systweak PDF Editor is an offline PDF editor software that helps in editing any kind of PDF document through editing, annotation, watermarking, signing, form filling, protection, and compression of PDF documents. It is the best PDF compressor tool that never uploads your PDF documents to any third-party servers. Your PDF files will be compressed within your own computer without using the Internet at all, thus maintaining your privacy and keeping your documents safe. Below are the simple steps to use PDF Compressor Systweak PDF Editor.
1. Download and install Systweak PDF Editor on your PC using the button provided below.
2. Locate Compress PDF under recommended tools.
Or
Click on Tools tab in the toolbar and select Compress PDF.
3. The File Explorer window will open where you have to choose the PDF file.
4. The PDF file will now be imported in Systweak PDF Editor.
5. Click Compress PDF button to begin the process.
6. Choose the method and hit the Compress button. You can select from 5 different methods.
Method 1 – High Compression. It gives the smallest size but the poorest quality.
Method 2 – High Compression. It produces the smallest file size but of standard quality.
Method 3 – Medium Compression. It produces a moderate file size with relatively high quality.
Method 4 – Low Compression. It generates a large file size with the best quality.
Method 5 – High Compression with the image method. It gives the user the final option to convert PDF pages into images with poor quality for increased compression.
7. Select the destination folder to save the compressed PDF and click on Save.
8. Click on the Open button to check the quality of the PDF.
Method 2 – Use Online Software
To compress PDF online for free, use the I Love PDF online PDF compression software. This is a quick, free, PDF compressor tool that you can use to carry out basic PDF modifications, including optimize PDF for email.
1. Click this link to open the I Love PDF page.
2. Choose the Select PDF Files button and use the File Explorer to import the files.
3. Select the Compression level and hit the Compress PDF button.
4. It will take some time to complete the process.
5. Click on the Download Compressed PDF button.
Bonus Method – Reduce Your PDF File Size By Zipping The Folder
If you do not wish to shrink PDF file size but share them as they are, then add them to a Zipped folder. The person who will receive the zipped folder can then unzip the PDF document to its actual size. Here’s what you need to do.
1. Launch File Explorer and locate the PDF document.
2. Click on the file once to select it. Then, make a right-click to view the quick access menu.
3. Click on the Compress to option to reveal more options.
4. Click on the Zip file, and the process will commence.
5. Right-click on the zip file and check the properties to view the new file size.
6. Finally, share the zipped folder on email.
Why PDFs Become Oversized?
A PDF document guarantees consistency and quality. However, it may also prove to be unexpectedly oversized to maintain formatting and quality across devices. Some other common reasons for oversized PDFs include:
- High-quality images increase the file size.
- Scanned documents with huge DPI provide clearer documents, but make the file huge.
- Inclusion of fonts and graphics is responsible for large file sizes.
- Many pages are compressed into one single file.
- Inclusions of interactive features or annotations will drastically increase the size of the file.
- Merging different attachment files into one file will make the file size go up.
Why Should You Compress A PDF For Email?
If the PDF is too large for email, then you must use a PDF compression software to reduce PDF file size. However, there are more benefits other than optimize PDF for email as mentioned below.
- Quick upload and download through emails
- Easy sharing of documents between devices
- Reduction in the consumption of storage space
- Fewer attachment issues in emails
- Greater ease of access to poor internet speed
- Better management of documents
More Tips For Lowering PDF File Size
Here are a few helpful hints to lower the PDF file size and compress the file so it is suitable for email sharing.
- Eliminate any pages that are not necessary.
- Compress images before adding them.
- Change colors scans into grayscale images
- Delete any unneeded annotations, watermarks, and other elements that increase file size.
- Reduce scan resolution to 150 DPI
- Prevent any duplication of graphics
- Flatten all form elements into the PDF base layer.
Why Use an Offline PDF Compressor?
Though web-based software solutions seem very easy, they lack security features and slow processing speeds. Here are a few advantages of offline software like Systweak PDF Editor to reduce PDF size for email attachment and compress PDF without losing quality.
- Increased document security
- Doesn’t require an Internet connection
- Fast data processing speed
- Provides advanced compression controls
- Works well with larger files
Programs such as Systweak PDF Editor will allow you to effectively make PDF smaller for email.
FAQs
Q1. How do I compress PDF files for sending via email without sacrificing quality?
A1. Use Systweak PDF Editor and choose the Medium Compression option to reduce the file size without compromising on quality.
Q2. What size should a PDF be to send it by email?
A2. Although Gmail supports attachments up to 25 MB, it is recommended that your PDF files be less than 10 MB for faster and easier transfer.
Q3. Are scanned PDF files able to be compressed?
A3. Yes. Scanning at a lower resolution and making pictures in grayscale can significantly compress them.
Q4. Why is my PDF large after compression?
A4. Scanned pages, images, graphics, and embedded fonts can make the PDF file size larger.
Q5. Is it safe to use online PDF compression tools?
A5. No, it is not safe to compress PDF online. There is no guarantee that the file will be removed from the web tool’s server, or what will happen to it. If your file contains confidential information, then do not use an online PDF tool.
Conclusion
Large PDF files are not only difficult to share over email, but they also consume more storage space. It is sensible to reduce the PDF file size without affecting the quality of the contents. We have described many methods to compress PDF for email, but we recommend using an offline PDF tool like Systweak PDF Editor. This is one of the best PDF compressor tool that not only keeps your data safe and secure but also allows you to edit the text and images within the PDF and manage the pages as well.
