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How to Reduce the Size of a PDF File for Email

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2022-09-06 10:19:44 • Filed to: How-To-Windows • Proven solutions

How do I reduce the size of a pdf file so I can email it? Many users have the same question when a PDF file is too large to share with others within an email. It can happen to anyone: when you prepare to send a PDF file via email, and then your email says, "file too large".

Mail providers like Gmail and Yahoo limit your file size to 25MB. Hotmail limits it to just 10MB. So, how can you reduce the size of a PDF file for email attachment? This article gives you 4 solutions.

How to Compress PDF for Email

For this purpose, you may need to use a good PDF editor. There is a great choice Wondershare PDFelement - PDF Editor, a PDF software with a familiar ribbon-style design and affordable price. But more on the software later on. Let's see how easy it is to reduce PDF size for email on Windows first.

Step 1. Open a PDF Too Large to Email

Launch PDFelement and open the file that is too large to email. You can click the "+" button on the home screen.

open the pdf too large to email

Step 2. Reduce PDF File Size for Email Attachment

Click the "Tool">"Compress". Here, you can choose three options for how to make a PDF smaller for email. Choose between Low, medium, and high compression. The software will automatically calculate the final size of the document, as well as the percentage of reduction.

how to compress pdf for email

Step 3. Email Attachment after Reducing PDF File Size

Once you have reduced the PDF file size, you can easily share it directly by email. Click the "Email" button on the top. It will launch your default email tool and attach the PDF document to the email automatically, and then you need to enter the email content you can send it out.

email smaller pdf


How to Make a PDF Smaller for Email by Editing

Alternatively, you can manually reduce the pdf file size for email attachments. PDF files contain images, text, multiple pages, and so on. PDFelement allows you to edit these objects as you desired. If you remove any of that, you can reduce the size.

Step 1: Make PDF Smaller by Removing Unwanted Texts

Open the document. Go to the "Edit" section, and click the "Edit" switch icon on the top-right corner. This tool allows you to edit text via "Line Mode" or "Paragraph Mode". Just delete and remove unwanted texts.

reduce pdf size for email

Step 2: Make PDF Smaller by Resizing Images or Objects

Next, resize images, and objects, or delete them completely. Click the "Edit" icon again. Now, right-click on any image or object and click the "Properties" option to crop the image. After that, you need to select the "Clip Object" button to crop the image by moving the cursor inwards.

how to make pdf files smaller for email

Step 3: Make PDF Smaller by Removing Unwanted Pages

It is time to check whether you need all pages in the document. Go to the "Page" section. Click on the "Delete" page icon on the toolbar. You can choose to delete pages in range, odd numbers, even numbers, or all pages. Then delete the unnecessary pages using PDFelement to reduce pdf size for email.

how to reduce pdf file size to send by email

Step 4: Send Smaller PDF by Email

Last, same as before, share the document. Go to the ribbon menu and select the "Email" icon to send the file as an attachment. On the other hand, you can also share it on Dropbox and Google Drive by clicking the "Share" icon on the ribbon bar.

send pdf file too large to email


How to Reduce PDF Size for Email in Word

If you find a PDF file too large to email, there is something you can do before saving the document to PDF. Microsoft Word enables you to save Word documents to PDF in a smaller size. This can make the PDF file smaller by compressing the images in your document. Here’s how to use it.

Open the Word document before saving it to PDF. Click File > Save As and select PDF in the file type. Then select Minimum size under Optimize to save the PDF file in a smaller size.

Tip: If the file is still too big to email, you should compress the PDF file using a PDF program like Wondershare PDFelement - PDF Editor

reduce pdf file size for email


More Tips to Reduce the Size of a PDF File Before Emailing

How to make PDF files smaller for email? There are three solutions you can use. Here is a quick breakdown of them.

Solution 1: Reduce PDF File Size with PDFelement

We touched on the first solution, and that is to use PDFelement to reduce PDF file size. It is the simplest, fastest, and best way. For one, you keep the quality of the document, and you just reduce file size. More importantly, you can use PDFelement for a number of other PDF tasks.

Solution 2: Zip a PDF File for Email

The second option is to zip the file. There is different software for zipping files. Choose the one that works for you best. Compressing the attachment will reduce the file, and allow the receiver to unzip. The receiver will be able to open the file in its original size. The downside of this solution is the receiver has to have zipping software installed.

Solution 3: Upload PDF to Google Drive

Last, but not least, you can upload the file to Google Drive. Again, the limitation is that both you and the recipient need a Google drive account. Google Drive gives you 15GB of free space. Once you upload the file to Google Drive, you need to create a shareable link and send it to the recipient.


An All-in-one PDF Solution - PDFelement

Now, let's talk a bit about PDFelement. As you can see, the software is rather easy to use and supports Windows, Mac, iOS, and Android systems. Made with simplicity in mind, even novice users can get the hang of it. The familiar ribbon-style interface is similar to Microsoft Office. For easier navigation, there are sections for every different task you can do. Even more, it provides guides on the website for getting familiar with the software. With that in mind, here are some of the best features:

  • Edit text via Line or Paragraph mode.
  • Edit images, resize, rotate, and remove any other graphical element.
  • Open, view, save, protect and print PDF files.
  • Convert PDF documents into Office formats, RTF, HTML, Epub, or image format.
  • Auto-recognize form fields and create interactive form fields.
  • Insert page numbers and other page elements.
  • Add watermark to PDF files.
  • Optimize PDF to reduce size.
  • Create digital signatures and sign documents.
  • Use OCR to turn scanned documents into searchable and editable text.
  • Extract data from interactive forms and export in CSV format.
  • Directly share the document to the email, Wondershare Document Cloud, OneDrive, Dropbox, and Google Drive.

Free Download or Buy PDFelement right now!

Free Download or Buy PDFelement right now!

Buy PDFelement right now!

Buy PDFelement right now!


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Elise Williams

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