My scanned PDF is over 50 MB, but the application portal only accepts documents under 10 MB. What is the fastest way to compress it down without completely ruining the text quality?
I had the same issue with scanned contracts. I reduced the scan resolution to about 150 dpi and saved it as a grayscale PDF, which usually keeps the text readable while cutting the size a lot. If it is still over 10 MB, try splitting out unnecessary pages before compressing again.
The simplest fix is using your browser:
- Open the PDF in Chrome or Edge.
- Press Ctrl+P and select Microsoft Print to PDF.
- Save the new file.
That usually recompresses raw scan images enough to drop the size below 10 MB while keeping the text clear.
First, try rescanning at a lower setting, maybe 200 dpi and greyscale, as scanned files often balloon from image resolution. Keep a backup of the original first. If you can’t rescan, open it in Preview on a Mac or use Print to PDF on Windows with lower quality. That usually gets it under the limit without making text unreadable.
Had the same thing with a stack of tax papers last month. I used the PDF optimizer, changed color scans to grayscale, and downsampled images to 150 dpi with medium JPEG quality. That got mine under the limit while the text stayed readable, though I kept the original file separately. If it is still too large, try 120 dpi and check a few pages at 100% before uploading.
I usually just throw those big scans into PDFcap and run compress with a medium quality pick. Gets it under 10 MB pretty quick without the text going to mush. One thing to avoid is dropping the quality all the way or it looks like a fax from the 90s. Not sure if it’s the same on Mac.
If you scanned it as color, try rescanning in black and white or grayscale first, that alone can cut the size a lot before you even compress it. What are you using to scan, a phone app or a scanner?
I would first check the scan resolution, since 300 dpi is usually enough for text documents and 600 dpi makes files much larger. Re-saving it as grayscale instead of color can also cut the size significantly while keeping the text readable.
If it still will not reach 10 MB, try splitting out blank pages or rescanning with a lower-quality image setting. Keep one original copy before changing anything, especially if the portal needs every page.
for scanned files the trick is downsampling the images, not the text. i rescan at 150 dpi in grayscale if i can, or run it through the adobe online compressor. that usually gets a 50 mb scan under 10 mb with text still readable.
@distracted_hunter I had the same issue compressing drafts for my submission portal. My old laptop just freezes when I try running web tools like that. Instead I open the heavy scan in Chrome and use the Print to PDF option. It shrinks the file size significantly and doesn’t ruin the text quality.
@gaa_miami honestly this is the exact trick i use for my bulky supplier invoices. it’s super fast to just use chrome and always shrinks them right down without messing up the text.
Had decent luck with that approach too tbh. For Barbara’s case I’d rescan at 150 dpi grayscale first, that alone usually gets you most of the way there before any compression tool even touches it. @distracted_hunter’s point about not maxing out compression is right, medium quality keeps text crisp instead of fuzzy.
@chess_addict That’s basically my exact workflow too, learned it the hard way after wrecking a lease scan once. Tip: run OCR after compressing so the text stays searchable. Avoid going below 150 dpi on small fonts though, it turns fine print into mush on my old laptop every time.
First, check if you still have the paper. If you can rescan, use 200 dots per inch, or dpi, the scan sharpness, instead of 300 or 600, since a scanned file is just a picture and lower dpi cuts size fast. If you only have the PDF, open PDF Suite, go to Optimize, and set image downsampling, which means reducing picture detail, to 150 dpi with medium JPEG quality.