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

Windows does not include a dedicated PDF compression feature, but there are a couple of practical options.

For a quick built-in workaround, try opening the PDF and printing it again using Microsoft Print to PDF. This may reduce the size of some PDFs, particularly those containing high-resolution images or unnecessary embedded data. However, it can remove bookmarks, form fields, hyperlinks, comments, layers, or digital signatures.

Steps:

1. Open the PDF in Microsoft Edge, Adobe Reader, or another PDF viewer.
2. Press Ctrl + P.
3. Under Printer, select Microsoft Print to PDF.
4. Check the page size, orientation, and page range.
5. Click Print.
6. Choose a folder, enter a new filename, and click Save.
7. Compare the new file size with the original before emailing it.

For better control, a dedicated PDF application is usually more reliable:

• PDFgear is a good free option for everyday use. It can compress PDFs offline and is straightforward if you mainly want to reduce file size before emailing.
• Adobe Acrobat Pro offers more advanced optimization controls, including image downsampling, removing unnecessary objects, and batch processing multiple PDFs. It is better suited to professional workflows, but it requires a paid subscription.

For scanned or image-heavy PDFs, most of the size reduction usually comes from lowering the image resolution. Around 150 to 200 DPI is often a reasonable balance for screen viewing while keeping text readable.

Save the compressed PDF as a new file and check the text, images, links, and forms before sending it, especially if the document contains signatures or interactive elements.