Reducing PDF File Size on Mac: A Step-by-Step Guide

Are you tired of constantly dealing with large PDF files that take up significant space on your Mac? Don’t worry, there is a solution! With a few simple steps, you can easily reduce the size of your PDF files without compromising on their quality. Whether you need to send them via email or just want to free up some space on your computer, reducing the size of your PDFs can be incredibly helpful.

One quick and easy way to reduce the size of your PDFs on Mac is by using the built-in Preview app. This app offers a wide range of tools for viewing and editing PDF files, including the ability to compress them. Using this method, you can potentially reduce the size of your PDF documents by up to 90%, making them much more manageable and easy to work with. In this article, we’ll guide you through the process of how to make your PDFs smaller on Mac using the Preview app.

Method 1: Using Preview to Compress PDFs on Mac

Preview is a built-in application that comes with all Macs that allows you to not only view PDFs, but also compress them. Here’s how:

Step 1: Open Your PDF in Preview

To do this, simply locate your PDF in Finder and double-click on it, Preview should automatically open the file for you. If it doesn’t, right-click on the file and select “Open with Preview.”

Step 2: Click on “File” and Select “Export”

From the drop-down menu, select “Export.”

Step 3: Select “Quartz Filter”

Under the “Export As” option, select “PDF,” and then choose “Reduce File Size” under “Quartz Filter.”

Step 4: Customize the Settings

You have the option to customize the resolution and quality of your PDF here. Keep in mind that the lower the quality, the smaller the file size will be.

Step 5: Save the Compressed PDF

Once you are happy with your settings, click “Save,” and Preview will save your PDF with the new, smaller file size.

Method 2: Compressing a PDF using Adobe Acrobat Pro on Mac

If you have access to Adobe Acrobat Pro, compressing a PDF on a Mac is even easier.

Step 1: Open Adobe Acrobat Pro

Simply open the program and load your PDF file.

Step 2: Select the File You Want to Compress

Click “File” on the top left-hand corner and select “Open.” Find your PDF document and select it.

Step 3: Choose “PDF Optimizer”

Select “File” on the top left-hand corner again, and then click “Save As Other” → “Optimized PDF” → “PDF Optimizer.”

Step 4: Customize the Settings

In the PDF Optimizer window, you can choose which settings you want to apply. You can reduce file size by clearing out document metadata, optimizing images, and removing embedded fonts.

Step 5: Save Your Compressed File

Once you have finished customizing your settings, click “OK” and then “Save.”

Method 3: Compressing a PDF with Smallpdf

If you don’t have access to Preview or Adobe Acrobat Pro, you can also utilize free online tools like Smallpdf. Here’s how:

Step 1: Visit Smallpdf.com

Head to Smallpdf.com and select “Compress PDF.”

Step 2: Select Your PDF File

Upload the PDF file you want to compress by dragging and dropping the file into the appropriate box.

Step 3: Customize Your Settings

You have the option in Smallpdf to choose the compression level as well as the quality of the file.

Step 4: Download Your Compressed PDF

Once you have selected your preferences, hit “compress PDF,” and then download the new, compressed file.

Method 4: Reduce PDF File Size by Cropping the Document

If there are excessive white spaces in your PDF or unnecessary elements adding to the file size, cropping the document can be an easy solution.

Step 1: Open the PDF in Preview

Open the PDF in Preview.

Step 2: Select the Crop Tool

Select the crop tool from the toolbar on the left-hand side of the screen (it looks like a square with dots on its edges).

Step 3: Crop the PDF File

Drag the edges of the crop rectangle to where you’d like to crop the PDF file.

Step 4: Preview the Cropped PDF File

Once you’ve cropped the PDF file, hit “preview” in the toolbar to see a preview of the cropped file.

Step 5: Save Your Cropped PDF File

If you’re satisfied with the new look of the file, save the file with the “Export” option by following the steps in Method 1.

Ways to Make PDF Files Smaller on Mac

When working with PDF files, it is important to consider the size of your document. Large PDF files can be difficult to upload, share, or send via email. As a result, it is crucial to find ways to make your PDF files smaller. In this section, we’ll discuss some ways to make PDF files smaller on Mac.

1. Reduce PDF File Size through Preview

If you are using a Mac, you can reduce PDF file size through the Preview app. To do this, follow these simple steps:

1. Open the PDF file you want to compress in the Preview app.
2. Click on “File” and select “Export”.
3. Select “Reduce File Size” from the “Quartz Filter” drop-down menu.
4. Click on “Save” to save the compressed file.

Preview lets you choose a variety of export options, making it easy to compress a PDF file to a manageable size.

2. Utilize Third-Party Apps

If Preview does not provide the level of compression you need, consider using third-party apps such as Adobe Acrobat or PDF Squeezer. These apps provide more advanced compression features than Preview and can compress your files further while preserving image quality.

3. Scan at a Lower Resolution

If you are scanning a document, consider scanning it at a lower resolution. This will make the resulting file size smaller, but be sure to keep in mind that lower resolutions may affect image quality.

4. Use a PDF Optimizer

Optimizing your PDF file can be done through a variety of third-party apps. Optimizing compresses your PDF file by removing images and other unnecessary elements. Popular PDF optimizers include PDFsam, Compress PDF, and Soda PDF.

5. Check your Fonts

Fonts can take up a lot of space in PDF files. If you use a font that is not widely available, your PDF may have a larger file size. Try using widely available fonts to reduce the file size.

6. Delete Unneeded Pages

If you have a large PDF file, consider deleting unneeded pages. This will reduce the overall file size considerably. This can be done directly in Preview or other third-party apps.

7. Reduce Image Quality

Images can make file sizes quickly get out of hand. While reducing images’ quality can make the file size more manageable, this option might reduce image quality. However, consider reducing image quality to a minimum threshold to get the best possible balance between image quality and file size.

8. Use Zip Archive

Another alternative to compress PDF files to a smaller size is to use Zip Archive. This option might provide smaller file size than the PDF compression on its own.

9. Upload Files to Cloud Drives

If you have trouble emailing the compressed PDF files, consider uploading files to a cloud drive service, such as Google Drive, Dropbox, or OneDrive. This provides a way to share files to many people.

10. Keep PDF Files Up to Date

PDF files can become cluttered, particularly when you continuously edit and save the files, resulting in an error. Thoroughly reviewing the PDF, cleaning them by removing unnecessary information, and optimizing them regularly will ensure that the files maintain the smallest size. Updating the files this way will also ensure they stay relevant.

In conclusion, making PDF files smaller involves reducing images’ quality, optimizing them using compression tools, deleting redundant pages or elements, using readily available fonts, and third-party software. Any of the above methods may work best, depending on the file size and the driving factors. Additionally, frequently keeping PDF files clean, optimized, and up-to-expectations keeps them, and those receiving them, happy.

3. Using Third-Party Applications to Compress PDF on Mac

If you require more advanced compression options than the ones available within macOS Preview or want more control over the compression process then using third-party applications might be the best option for you. In this section, we will introduce some of the best PDF compression software available for Mac, both free and paid.

Choosing the right PDF compression tool depends on the level of compression and control you require. PDF Expert and Adobe Acrobat Pro DC both offer powerful PDF editing features and excellent PDF compression capabilities; however, they come at a price. If you need a free and convenient option, Smallpdf compress PDF, and Compress PDF are both great choices. PDF Squeezer is an affordable option that is exclusively developed for Mac and provides excellent PDF compression performance.

In conclusion, using third-party PDF compression tools is an excellent option if you need more advanced compression options than those offered by macOS Preview. With the variety of programs available, finding the right one that suits your needs and budget is relatively easy.

Wrapping it Up

With all the ways you can make pdf smaller on Mac, you’ll be able to reduce the file size of your documents in no time. If you’ve followed the steps we provided, congrats! You’re now a pro at compressing PDFs on your Mac. If there’s anything else you’d like to add or if you have any suggestions, please don’t hesitate to let us know. Thank you for reading and visit again soon!