PDF optimisation
How to reduce a PDF file size for email
Choose an appropriate PDF compression level for email, check attachment limits and preserve the details that matter.
Check the real attachment requirement
Email providers and recipient systems apply different message limits, and the encoded attachment can be larger than the file shown on disk. Leave some room below the stated limit instead of targeting it exactly.
If the PDF is only slightly too large, medium compression is a sensible first attempt. Extremely large scans may need high compression, selected-page extraction or a secure file-sharing method approved by the recipient.
Understand what makes the file large
Scanned pages and photographs usually dominate PDF size. Fonts and ordinary text take comparatively little space. Deleting unnecessary pages can therefore be more effective than compressing a long document indiscriminately.
A PDF that has already been optimised may not shrink further without visible loss. Paperuna retains the original when its compressed output is not smaller.
Choose quality according to the content
Medium compression generally suits screen reading and ordinary correspondence. Use low compression for detailed diagrams, fine print and documents likely to be printed. High compression is most appropriate when meeting a strict limit matters more than preserving fine image detail.
Compression can flatten searchable text, forms, links and signatures in Paperuna’s current image-based workflow. Keep the original and do not use this approach when interactive features must remain intact.
Review before sending
Open the compressed copy at 100% zoom. Check names, totals, dates, signatures, barcodes and the smallest text. Confirm that every intended page is present and that the filename does not reveal private information.
Send the message to yourself first when the delivery workflow is important. This verifies both attachment size and how the recipient is likely to receive it.
Hands-on practice
Compare compression results
Use fictional data first, then repeat the workflow with your own document once you understand the result.
Common questions
Why does an email reject a file below its advertised limit?
Email encoding and the rest of the message can increase its transmitted size, while recipient systems may apply a lower limit.
Which compression setting should I try first?
Medium is the best starting point for ordinary screen-readable documents; review the output before sending.
Try it privately
Put this guide into practice
Paperuna processes supported documents locally in your browser. Your file is not uploaded for processing.
Compress PDFThis guide provides general information, not legal, regulatory or professional advice. Review important outputs and keep an untouched copy of the original document.