You go to attach a PDF and your email says it's too large. Or it sends, but the other person never gets it. This happens a lot with scanned forms, photo-heavy reports and long contracts.
Here are five ways to get your PDF where it needs to go, starting with the easiest. For many files, shrinking with PageKit is the quickest fix. For scans and photos, splitting or a link often works better.
Why PDFs get so big
Most large PDFs are full of pictures. A scanned page is really a photo of paper. Ten scanned pages can be far bigger than a hundred pages of typed text. Phone photos turned into PDFs are often even bigger.
Way 1: Shrink the PDF with PageKit
PageKit makes PDFs smaller right in your web browser. Your file stays on your computer.
- Go to tools.ltd/pagekit.
- Add your PDF.
- Choose Shrink.
- Download the smaller file. If it can't get smaller, PageKit tells you and you keep your file.
- Open it and check that the text is still easy to read.
- Attach the new file to your email.
PageKit works best on PDFs made by apps, like Word or a bank. It won't make scans or photos much smaller. For those, try Way 2, 3 or 5.
Way 2: Shrink it with a free built-in tool
On a Mac (Preview):
- Open the PDF in Preview.
- Click File, then Export.
- Next to Quartz Filter, choose Reduce File Size.
- Save with a new name, like "Contract - small."
This can make pages look much blurrier, so check the result.
On Windows: Windows doesn't have a built-in PDF shrinker. If your scanner app has a "quality" or "resolution" setting, rescanning at a lower setting makes a smaller file.
Way 3: Split it into smaller parts
If shrinking isn't enough, send it in pieces.
- Go to tools.ltd/pagekit and add your PDF.
- Choose Split.
- Type the pages for the first part, like 1-10, and download it.
- Do it again for the next part, like 11-20.
- Send each part in its own email. Name them "Part 1 of 2" and "Part 2 of 2" so the person knows they have everything.
Way 4: Only send the pages they need
Does the bank really need all 40 pages? Often they only want a few. Use Split in PageKit to pull out just those pages. Smaller file, and you share less private information.
Way 5: Share a link instead
If your file must stay big (for example, a high-quality photo book), use a link.
- Upload the PDF to a cloud storage service you already use, like Google Drive, OneDrive, iCloud Drive or Dropbox.
- Choose Share and copy the link.
- Check who can open it. "Only people I choose" is safer than "Anyone with the link."
- Paste the link into your email.
Many email apps offer to do this for you automatically when a file is too big.
Before you send: protect private details
Big PDFs are often forms, statements and applications. These carry Social Security numbers and account numbers. If the person doesn't need those details, remove them first with TrueRedact. It deletes the text from the file, not just covers it.
Tips to avoid huge PDFs next time
- Scan in black and white for text pages. Color is only needed for photos.
- Use a lower scan setting. A medium setting is usually fine for reading.
- Scan into one PDF instead of many photos, then shrink it once.
- Combine smartly. If you merge many files, shrink the final one at the end.
Which way should I pick?
| Situation | Best choice |
|---|---|
| Made by an app, just a bit too big | Shrink with PageKit |
| Scanned form, a bit too big | Shrink with Preview, or scan again at a lower setting |
| Still too big after shrinking | Split into parts |
| They only need some pages | Send just those pages |
| Must keep full quality | Share a link |
Frequently asked questions
Why is my PDF so big?
Usually because of pictures or scanned pages. A scan saves each page as a photo, and photos take up a lot of space.
Will shrinking make my PDF blurry?
It can make pictures a little less sharp. Text is usually still easy to read. Check the new file before you send it.
What is the attachment limit for email?
Each email service sets its own limit, and the receiver's service has one too. If your email app says the file is too big, try the steps here.
Does PageKit upload my file?
No. PageKit works inside your web browser, so your PDF stays on your computer.
Related guides: How to combine PDF files into one · How to redact a PDF for free · More PDF guides