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Home / Blog / Reasons for PDF Compression and How-to 

Reasons for PDF Compression and How-to 

By Roche | Follow twitter | Updated on March 14, 2022 | Deutsch
PDF, a format most of us cannot be more familiar with, has integrated into our daily work or school routine. This portable file format can include a wide range of data types within the content, such as images, texts, and links, making it an optimal format to store and share documents across all platforms.

PDF, if compared with other Microsoft file formats, has a relatively small size. However, it doesn’t mean the actual PDF size will remain small. In certain cases, PDFs can be really big, particularly when a large number of images and other content are included in the document.

This could mean real trouble: if you are asked to attach/download a large PDF in/from an email, it can take a long time to load. As a result, PDF compression seems to be an essential solution.

How to Compress PDF with Desktop PDF Programs


Overall, many PDF tools in the market can support PDF compression to reduce the size of a PDF document. SwifDoo is one of these tools that can help optimize file size within just a few clicks. Here’s how to reduce the file size on Windows 10/8/7/XP:


Step 1: Hit the Compression button below the Advanced tab;

Step 2: After the SwifDoo Converter window pops up, add or drag the file you want to compress;

Step 3: Change the compression settings based on your needs;

Step 4: Click Start to finalize compression.


                                                                                        Free Download

How to Compress PDF on Mac

If you are looking for a solution as to how to reduce the PDF file size on macOS, then this part is definitely what you want. If you work regularly with PDF documents on your Mac devices, you must know Preview, a built-in PDF viewer on macOS. For compressing PDF file size, Preview is the one you can rely on:

Step 1: Open a PDF file with Preview; 

Step 2: Click on the File tab to choose Export (do not hit the Export as button);

Step 3: Select the Quartz Filter pop-up menu, then choose Reduce File Size.

How to Compress PDF with Online PDF Programs

Compared to desktop PDF software, web-based PDF tools don't require download or registration. If you belong to this group and are unwilling to register a new account for a new product, follow the guide.

PDF Compressor

This is an online PDF compressor, which can reduce your PDF size for free. The biggest advantages of this platform are an intuitive user interface; multi-language support; and free. Here's how to work with PDF Compressor:

pdf-compressorStep 1: Type the URL and open the website;

Step 2: Upload your PDF(s) to the operation panel;

Step 3: Click Download all to output the PDF(s)

Tips: As a free PDF compressor, this platform will display some ads to seek profits. But the compression quality and speed are satisfying and can meet your basic needs for an online compressor. 

Reasons for PDF Compression

The main advantages of PDF compression can be summarized into three points:

Transfer speed: For most of us, time is limited. Hence, it is unnecessary to waste time uploading or downloading. A large file can dramatically slow down the servers and consequently result in a poor user experience. However, sending and receiving emails with attached PDFs has become a daily routine for most.

A great option is to send smaller files, and evidently, compression is the easiest method to go about tackling the latter. The smaller a document is, the faster it takes to upload and download. A faster transfer speed will not only create a fantastic user experience but greatly contribute to effective communication.

Storage space: We are possibly required to deal with hundreds of PDFs in a paperless office where we advocate to use e-documents. Of course, a single PDF won’t occupy too much space. Still, many files exert a great impact on storage space, principally when one’s job is closely related to archiving.

However, with compression, archiving has become easier than ever before. PDF compression can efficiently free up server space to create more space for all files and documents. Ultimately, one doesn’t have to worry about a full disk or file retrieval. 

Efficiency: With the assistance of lossless compression, it is possible to optimize the file size without compromising document quality. This facilitates the easier sharing of information and makes it convenient to access a PDF on different mobile platforms.

Especially today, where work-from-home is widely accepted and encouraged, productivity and efficiency should be ensured as well. Wherever you are, the ability to obtain easy access to your document is always needed. 

Common FAQ about Reasons for PDF Compression and How-to 

Q:What is PDF compression?

Within the PDF industry, a preferable and commonly used method for compressing a document is to adopt "lossless compression". This is a data compression algorithm that enables the original data to be properly restored from the compressed data.

Simply put, lossless compression only reduces the file size rather than sacrificing the file quality. Therefore, the file size will be trimmed, but the image quality will remain unchanged.

How does lossless compression work exactly? Generally, lossless compression removes all redundant data and ultimately exports a smaller document containing identical information. After all unnecessary data has been removed, the file size will be optimized accordingly.

As you can see in the image below, even when high resolution is still ticked below the tab of image quality, a file of 72 MB will be compressed close to 40 MB PDF, almost half of the original size.               



Roche has been an active PDF user for 6 years and tried different types of professional PDF tools (both online and desktop version) since at his bachelor degree. Now, Roche works as a columnist for SwifDoo PDF over the course of the last one year, and provides useful and practical solutions pertaining to various PDF topics for users from different features.

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