How to Compress PDFs On Windows 10/11 To Reduce File Size

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You write an email, attach a PDF file, and hit the send button, and find out that it is too large to send. This can happen when you are trying to share multiple files or even just one big PDF. A big PDF file, in context of emails, means it is bigger than 25MB in size.

Yes, it can be frustrating, but don't worry; there are easy ways to compress the file so you can send it without any issues.

PDF file compression is simple, and there are several methods you can use. For example, you can use free online PDF compression tools to compress multiple files.

In this article, we will discuss how to compress PDFs on Windows 10/11 to reduce file size. Whether you are a professional managing an avalanche of documents or a student looking to manage your study materials, this guide will unfold multiple PDF compression options.

What Does "Compress PDF" Mean?

Before we move forward, let’s understand some basics. That said, what is meant by a compressed PDF and why should you do it?

Compressing a PDF means reducing the file size of the document. This makes the file take up less space on your device or in storage. The main reason to compress a PDF is to make it smaller and easier to send online. Smaller files are quicker to upload, download, and share.

There are two main types of compressed PDF files:

Zipped Folder

This method keeps the quality of the PDF intact. The file is placed in a "zip" folder, which can be unzipped later by the recipient.

Optimized PDF

This method reduces the PDF file size directly by optimizing the content. The file size becomes smaller, making it easier to send. However, some quality loss may occur, especially in files with many images. Modern PDF editors can compress files while maintaining good quality.

How to Compress PDFs On Windows 10/11 To Reduce File Size—offline and online options

Here are different options to use when compressing PDF files using Windows 10/11.

  1. Compress via zipping

  2. One common and easy way to compress a PDF is to zip it. You can start by compressing the document and turning it into a zip folder. Doing so reduces the file size, and it is more convenient to share via email or other online methods.

    Here’s how to compress the file and create a zip folder:

    • Step 1:

      Choose the file you intend to compress.
    • Step 2:

      Select the file, then right-click to open the quick access menu.
    • Step 3:

      From the menu, click on "Send to." A dropdown menu will appear.
    • Step 4:

      Choose "Compressed (zipped) Folder from the dropdown menu."

    Once you create the zip folder, you can right-click it and check its properties to see if the size has been reduced as you expected. Keep in mind that this method is simple, but it does not give you control over the specific compression settings. It is a basic and easy way to compress a file.

  3. Compress via Google Drive

  4. Not many people know this but Google Drive can help you compress PDF files, especially more than one files. Here is how to do it.

    • Step 1:

      First, upload the PDF files you want to compress to Google Drive.
    • Step 2:

      In Google Drive, click on the PDFs you want to compress. If you want to choose multiple files at once, press and hold the Ctrl key (on Windows) while clicking each file
    • Step 3:

      Once the PDFs are selected, right-click on one of them and choose Download from the menu.

    After this, Google Drive will create a compressed (zipped) folder with all your selected PDFs. You can now easily email or share the folder online.

  5. Compress via Microsoft Print to PDF

  6. It is another less common but highly effective way to compress your PDFs without any external tools or software. Here is how to do it.

    Open Your Document

    Start by opening the document you want to save as a PDF. You can use any program that lets you view or edit the file, such as a PDF reader (Microsoft Edge), Microsoft Word, Excel, or even a web browser.

    Select the Print Option

    Once your document is open, click on the File menu at the top-left of the window.

    From the menu, choose Print. Alternatively, you can press Ctrl + P on your keyboard to open the print settings.

    Choose "Microsoft Print to PDF" as Your Printer

    In the print menu, you will see a list of printers. Instead of selecting a regular printer, choose Microsoft Print to PDF from the list. This option will let you save your document as a PDF file instead of printing it on paper.

    Click the "Print" Button

    After selecting Microsoft Print to PDF, click the Print button. This does not actually print anything. It starts the process of creating a PDF file.

    Save the PDF

    A window will pop up asking where you want to save the new PDF file. Choose a folder on your computer and give the file a name.

    Once you have selected a location and named your file, click Save. Your new file will now be saved as a PDF in the folder you chose.

    Microsoft Print to PDF is a built-in feature in Windows 10 and later. It allows you to "print" any document or webpage as a PDF file without needing extra software. This is handy for saving documents in a format that can be easily shared or opened on most devices.

  7. Compress via Compress PDF Online

  8. Just like Microsoft, you can also compress PDF files using compressPDFonline, a completely safe and free file compression tool.

    Here is how to do it.

    • Click the "Upload PDF Files" button to begin.
    • Select the PDF you want to compress from your computer and click the "Open" button. Your file will upload to the website.
    • Pick your preferred compression level: Low, Medium, or High.
    • Click the "Compress PDF" button to begin compressing your file.
    • Once the compression is finished, click the "Download" button to save the compressed PDF to your device.

    If you want to compress more files, click the "Want to compress PDFs more?" button and repeat the process.

  9. Compress via PDF Editors

  10. One of the easiest and quickest way to compress a PDF on Windows 10/11 is by using a PDF editor. There are multiple offline PDF editors available however most of them are usually paid tools.

Important Tips For Compressing PDFs

Here are some important things to consider when compressing PDFs.

  • Before you compress a PDF, think about your main goals. Are you focusing more on reducing file size or keeping the quality intact? Understanding your needs or priorities will help you choose the right compression method and settings.
  • Remove any unnecessary elements from the PDF. This can include annotation, extra images, or metadata. By simplifying the content, you can reduce the file size without affecting the core information.
  • Make sure that the compressed PDF still meets any required standards. For example, it should be accessible or meet any legal requirements if necessary.
  • Always keep a copy of the original PDF before compressing. Doing so will allow you to restore the original file if the compression causes any quality loss or other issues.
  • Consider upgrading to newer PDF software or tools. Newer versions often offer better compression options, so using updated software can give you more control over the process.
  • Think about where the PDF will be viewed. Different devices or platforms may have specific requirements for file size and quality. Be sure to optimize the PDF based on where it will be accessed.

Frequently Asked Questions

Will compressed PDF files work on other devices and software?

PDFs created on Windows 10 and Windows 11 should be compatible with other devices and PDF software. This is true as long as the compression method follows standard specifications.

Does compressing a PDF reduce its quality?

It depends on your preferences. If you compress a PDF by reducing its file size, the quality may decrease slightly. However, if you "zip" the PDF into a compressed folder, the file will remain the same size and quality when extracted. In this case, the content quality will not be affected.

How do I reduce the size of a PDF without using software?

To reduce a PDF file size without using software, you can convert it to an image format, like JPEG. Use the "EXPORT TO" option to change the PDF to an image. Then, use the "PRINT TO PDF" option to convert it back to a PDF. This method will make the file smaller, but keep in mind that some quality may be lost.

Is there a free program to reduce the size of a PDF?

Yes, Compress PDF Online is free, easy to use, and secure. It works on any computer or operating system, making it a great tool for compressing your PDF files.

Can I convert a compressed PDF to Word or other formats?

Yes, you can convert a compressed PDF to Word or other formats. However, the conversion process may affect the quality or formatting, depending on how the PDF was compressed.