Forum Discussion

Azraelen's avatar
Azraelen
Brass Contributor
May 24, 2026

How to compress a pdf file to reduce the size before emailing on Windows?

Hi Microsoft Community, I have a number of PDF files that are very large, ranging from approximately 50 MB to 100 MB each.  I'm looking for the best way to compress a PDF file on a Windows PC withou...
MaxwellHall's avatar
MaxwellHall
Iron Contributor
May 25, 2026

Bluebeam PDF.

If your PDF file is too large for email, cloud upload, or sharing, the built-in "Reduce File Size" feature in Bluebeam Revu is one of the fastest ways to compress a PDF file on Windows. This method automatically removes unnecessary data and optimizes images without requiring advanced settings, making it a good option for construction drawings, reports, and scanned documents.

How to reduce PDF size before emailing

  1. Open the PDF file in Bluebeam Revu.
  2. Click Document from the top menu.
  3. Select Reduce File Size.
  4. Choose the desired compatibility version.
  5. Click OK to begin compression.
  6. Save the new PDF file with a different name.

 

In summary, Bluebeam's Reduce File Size tool is a quick and beginner-friendly way to compress large PDFs while keeping the document readable. It works especially well for everyday sharing and can noticeably reduce oversized PDFs created by scanners, CAD software, or other PDF editors.