How to reduce PDF file size without destroying readability

You have a PDF that needs to be emailed, uploaded to a portal, or shared with a client, but the file is too large. Email bounces it back. The upload form rejects it. You need to make it smaller, but the last time you compressed a PDF, the text came out blurry and the images looked terrible.

PDF compression does not have to mean quality loss. The key is understanding what makes PDFs large in the first place and choosing the right compression level for your specific situation. A scanned document full of images responds very differently to compression than a text-heavy report.

iConvertOnline Compress PDF uses Ghostscript on the server to intelligently reduce file size while preserving text sharpness and image clarity. You choose the compression level, and the tool handles the rest.

Key takeaways

Scanned and image-heavy PDFs shrink the most: These files often reduce by 50-80% because the images can be re-encoded at lower resolution.
Start with Recommended: This level balances size reduction with visual quality for most documents.
Text-only PDFs barely shrink: If your PDF is mostly text, compression will have minimal effect because text data is already compact.
Always check the output: Open the compressed file and verify that text is still sharp and signatures are legible.

Why do PDFs become so large?

Understanding what makes a PDF large helps you predict how much compression will help and avoid unnecessary quality loss.

Embedded images

The single biggest contributor to PDF file size is embedded images. A PDF with 10 high-resolution photos can easily be 50 MB or more. Each image is stored at its original resolution, even if the PDF only displays it at a fraction of that size.

Scanned pages

When you scan a paper document, each page becomes a full-page image. A 20-page scanned document can be 100 MB or more at high scan resolution. These files benefit enormously from compression.

Embedded fonts

PDFs that embed custom fonts include the entire font file (or a subset) within the document. While this ensures the document displays correctly everywhere, it adds to file size. Documents with many different fonts can be significantly larger.

Redundant metadata

PDF editing software sometimes leaves behind invisible data: previous versions of images, unused fonts, document history, and form field data. This metadata inflates the file without any visible benefit.

How to compress a PDF with iConvertOnline

Open the tool: Go to iConvertOnline Compress PDF.
Upload your PDF: Drag and drop or click to browse. Maximum file size is 50 MB.
Choose a compression level: Select from Recommended, Strong, or High Quality depending on your needs (see comparison below).
Click Compress: The server processes the file using Ghostscript, which re-encodes images and strips unnecessary metadata.
Download and verify: Download the compressed file and open it to check that text and images still look acceptable.

Tip: If you plan to edit the PDF after compressing (adding notes, signatures, or stamps), compress first and edit second. Compressing after editing can sometimes degrade newly added elements.

Compression levels explained

Level	Best for	Typical reduction	Trade-off
Recommended	General use, email, portals	40-60%	Minimal visible quality loss. Best starting point.
Strong	Strict upload limits, large scans	60-80%	Images may appear slightly softer. Text stays sharp.
High Quality	Print, legal, archival	10-30%	Preserves maximum quality. Less size reduction.

Why your compressed PDF looks blurry (and how to fix it)

Cause: compression level too aggressive

Strong compression reduces image resolution significantly. For documents with charts, diagrams, or photographs, this can make fine details hard to read. Fix: Re-compress using the High Quality or Recommended level instead.

Cause: compressing an already-compressed file

Each round of compression further degrades image quality. If the original was already compressed once, applying another round makes things worse. Fix: Always compress from the original, uncompressed source file. Do not compress a file that has already been compressed.

Cause: scanned at low resolution

If the original scan was done at low DPI (below 200), compression has less data to work with and the result can look poor. Fix: Re-scan at 300 DPI if possible, then compress. Higher-quality originals compress better.

When compression helps and when it does not

Document type	Expected reduction	Notes
Scanned documents (all images)	50-80%	Best candidates for compression
Reports with embedded photos	40-60%	Photos shrink well; text stays sharp
Slide decks exported to PDF	30-50%	Depends on image density
Text-only documents	5-15%	Minimal benefit; text is already compact
Already-compressed PDFs	0-10%	Little room for further reduction

Real-world compression workflows

Job portal upload: Many applicant tracking systems cap uploads at 2-5 MB. Compress your resume PDF to fit within the limit without losing formatting.
Email attachments: Gmail, Outlook, and most providers limit attachments to 20-25 MB total. If your PDF is 15 MB and you need to attach other files too, compressing to 3-5 MB gives you room.
Insurance claims: After scanning multiple receipts and documents, merge them into one PDF and compress the result. Portal limits of 10 MB are common.
Client deliverables: Large proposals with images look more professional when they download quickly. Compress before sending.

What to do after compressing

Merge PDF: Combine compressed files into one document for submission.
Split PDF: Extract only the pages you need to share.
Edit PDF: Add signatures, annotations, or stamps to the compressed file.
Word to PDF: Convert Word documents to PDF before compressing them for sharing.

FAQs

How much can I reduce my PDF size?

It depends on the content. Image-heavy and scanned PDFs typically reduce by 40-80%. Text-only documents may only shrink by 5-15% because text data is inherently compact. The Recommended level is the best starting point for most files.

Will compression make my text blurry?

No. PDF compression primarily targets images. Text in a PDF is stored as vector data, which remains sharp regardless of compression level. Only images, charts, and photographs are affected.

Can I compress a password-protected PDF?

You will need to remove the password first using Unlock PDF. Once unlocked, you can compress the file normally and optionally re-protect it afterwards with Protect PDF.

Is there a limit on file size?

iConvertOnline accepts PDF files up to 50 MB for compression. If your file is larger, try splitting it into sections first using Split PDF, compressing each section, and then merging them back together.

Which compression level should I use for legal documents?

Use High Quality for legal documents, contracts, and anything that may be printed or archived. This level preserves maximum detail while still removing unnecessary metadata and optimising the file structure.

Can I undo compression?

No. Compression is a one-way process. Always keep the original uncompressed file as a backup before compressing. If the compressed version does not look right, you can re-compress the original at a different level.

Does compression remove any pages or content?

No. Compression only reduces image resolution and removes invisible metadata. All pages, text, links, and visible content remain intact.

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Written by Zaggy K, founder of iConvertOnline. Last updated February 2026.

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How to compress a PDF online without destroying readability