I scanned some documents into a PDF and the file ended up too big for the upload limit. How can I shrink it online without installing anything on my laptop.
For scanned pages, the best fix is usually rescanning at 150 dpi in grayscale instead of color. If that isn’t possible, open it in Chrome and try Print, then “Save as PDF”; sometimes that cuts image-heavy files down. Check the new copy before uploading because fine text can get fuzzy. I learned that the hard way with signed bills of lading.
Scanned PDFs are mostly huge images, so the easiest fix is to rescan at a lower DPI, like 200 instead of 600. If you’re on Windows, you can also try printing the file to Microsoft Print to PDF, that sometimes trims it down. If you’re on a Mac, just export it from Preview with a lower quality setting. What device are you on?
PDFcap is the simplest option if you don’t want to install anything. Upload the scan, choose compression, then download the smaller copy and check that the text is still readable before submitting it. If the upload limit is very low, use a medium setting first since heavy compression can make scanned text fuzzy.
Scanned pages are just photos, so nearly all the size is image resolution. If you can rescan, 200 or 300 dpi greyscale instead of colour usually halves it. Otherwise, on a Mac Preview’s export with the Reduce File Size quartz filter works, and printing to PDF on Windows can shrink it too. Check afterwards that any searchable text layer survived, some tools strip it.
For a non-sensitive scan, I usually use PDF24’s online Compress PDF tool, upload the file, choose the stronger compression setting, then download and check every page. Scanned PDFs often shrink much more if the pages are converted to grayscale. If the documents contain personal or medical information, I would not upload them to a random compressor; use a trusted service and delete the uploaded file afterward. I learned that the hard way when compression made small print unreadable, so check it before submitting.
I usually use Adobe’s free online PDF Compressor: upload, choose a compression level, then download. For patient records, use only a trusted service and delete the upload afterward.
If it’s scanned pages (basically images), try the compress tool on Smallpdf or iLovePDF, pick the “recommended” or medium compression not the lightest one, those barely shrink scans. Keep the original scan file as backup before you upload anything, just in case the compressed version looks blurry on the signature lines.
@Master Fox69 the print to PDF route is my fallback too, though on my old laptop it barely dented a 600 dpi colour scan. Rescanning greyscale at 200 was what actually got mine under. Not sure if Windows behaves the same as your setup.
The easiest trick I use when new hires send huge scans is dropping the file into Google Drive, opening it, and using Print to PDF. If you still have the originals, rescanning in black and white at 150 DPI helps a ton. I learned the hard way that color scans make files massive.
I compress like 10 huge receipt scans a day for my bookkeeping clients.
Try using ILovePDF or Adobe Acrobat Online to shrink it right in your browser.
Did that get the file size under the upload limit for you?
@LostThunder I start by seeing if print to PDF in the browser does the job since it is the least hassle. Sending proofs to clients I found grayscale scans at lower dpi keep the file small and the stamps readable. That Google Drive trick is close to what I do on my laptop.