Reduce an attachment without ruining the document

The goal is not the smallest file. It is a file that fits and remains readable to the recipient.

Confirm the real limit

Email providers may limit the total message, not each individual attachment. Encoding can also make attachments larger in transit. If the recipient uses an application portal, follow the portal limit instead of the email provider's maximum.

Preserve native text

A PDF exported from Word or another office application usually contains efficient searchable text. Turning every page into an image can make it both heavier and less readable. Compress scanned images while copying text pages intact.

Review before sending

• Open the final attachment.
• Count every page.
• Zoom into signatures, stamps and small figures.
• Confirm the filename and recipient.
• Keep the untouched original separately.

Use a secure alternative when appropriate

For sensitive documents, consider the secure upload method provided by the receiving organization. Avoid public sharing links that expose passports, financial statements or identity records.