A catalogue, presentation or product sheet may look great, but its file size can make it difficult to send. PDF compression can help. However, small captions need to remain legible, and photographs should still show the necessary details.
The goal is not the smallest possible file, but a PDF that is easy to share and use. That is why it makes sense to consider the document’s purpose before choosing compression settings.
What affects PDF file size
Alongside text, a PDF may contain photographs, embedded fonts and other data. Its size can be reduced by adjusting image resolution or removing unnecessary information and unused fonts. The result depends on what the document contains and how it has already been processed.
Before you begin, review its content:
- Is it mostly photographs? Focus on their details when checking the result.
- Does it contain small captions or tables? Make sure you can read them without zooming in too far.
- Is it a presentation or catalogue? Check the appearance of the whole page, not just individual images.
This quick review will help you identify where compromises are acceptable and what needs to be preserved.
First, decide what the PDF will be used for
A PDF intended for print usually needs higher-resolution images than a document intended only for viewing on screen. A single compression setting may therefore not suit every use.
Before reducing the file size, answer three questions:
- Will the document be read on screen or printed?
- Does it need to meet a specific upload or sending limit?
- Are photographs the main content or simply supporting visuals?
For example, photographic details in a product catalogue may be essential when choosing a product. In an information leaflet, comfortable reading may matter more. The same settings may therefore not be suitable for both documents.
How to reduce PDF file size step by step
PDF compression tools usually follow a simple process: upload the document, choose the settings and download the result. Some offer several compression levels, while others let you select the desired quality.
1. Keep the original file
Save the compressed version separately. This will allow you to compare it with the original and try different settings if necessary.
2. Start with lighter compression
Stronger compression can reduce file size more significantly, but it can also lower image quality. Try a lighter setting first. If it already meets the required limit, there is no reason to increase the compression.
Read the setting labels carefully. “High quality” and “high compression” mean different things: the first prioritises the document’s appearance, while the second prioritises a smaller file size.
3. Download and open the result
The file size alone is not enough. Open the compressed PDF and compare the same pages with the original document.
4. Adjust the settings as needed
If the file is still too large, try the next compression level. If captions become difficult to read or necessary details disappear, return to a lighter setting.
What to check after compression
Excessive compression can cause a visible loss of quality. For a catalogue or portfolio, checking that the file opens is therefore not enough. It also matters whether the document still presents its content well.
Do not limit your review to the first page. Choose several areas that will put the document to the test:
- Small text – notes, contact details, captions and information in tables.
- Photographs – surfaces, fine details and areas important to the message.
- Charts and diagrams – thin lines, legends and small numerical values.
- Overall appearance – page layout and font consistency.
Assess the result primarily at the size readers will use. For a document intended for print, a test print of a selected page can also help.
How to use compressed PDFs within a team
For company materials, it is worth distinguishing between a print version and a version for digital sharing. Each may have different size and quality requirements.
In BrandCloud, you can attach instructions to materials explaining which version to use for a particular purpose. This makes it easier for the sales team to choose a PDF to send to a customer and for a designer to find the file intended for print.
Clear file names also help:
- Product catalogue – web
- Product catalogue – print
Before publishing a new version, decide who will check its content and legibility. Completing the compression process does not automatically mean the document is ready to share.
A smaller file must remain usable
There is no single setting that answers the question of how to reduce PDF file size for every document. A suitable approach combines the file’s purpose, the choice of compression settings and a review of the result.
Once a PDF meets the required size limit and retains the necessary legibility, reducing it further may offer no benefit. A well-prepared document should make information easier to communicate — and that is how the result should be judged.
