Step-by-step methods to shrink any PDF below 25 MB (Gmail), 20 MB (Outlook) or 5 MB (most corporate gateways) without losing readability.
Gmail caps incoming and outgoing attachments at 25 MB. Outlook.com is similar, but most corporate Exchange servers tighten that to 10 or even 5 MB. iCloud Mail Drop allows up to 5 GB but routes the file through a download link, which some recipients block.
Knowing your recipient's gateway matters as much as the headline number. A 22 MB PDF that sails through Gmail will bounce off a financial-services Exchange server. When in doubt, target 5 MB.
Open Compress PDF, drop the file, pick the Recommended preset and download. Most invoices, contracts and reports drop by 60–80% with no visible loss.
If the file is still too big, switch to High compression — image-heavy files often shrink another 40% with mild but acceptable softening.
Sometimes splitting a 50 MB report into two 25 MB halves is friendlier than aggressive compression that destroys image quality.
Use Split PDF and pick 'Split into N parts' to get equal-sized chunks. Name them clearly ("contract-part-1-of-2.pdf") so the recipient doesn't get confused.
Color scans are roughly 3× larger than the same page in grayscale. If your document is text-heavy with the occasional logo, grayscale conversion (Compress PDF → Advanced → Color = Grayscale) often halves the file with zero loss of legibility.
Scanned PDFs often store every page as a giant image. Running OCR adds a searchable text layer and lets the compressor downsample the underlying image more aggressively. Use OCR PDF then Compress PDF in sequence.
Aim for 5 MB. It clears most Exchange gateways and renders fast on a phone over cellular.
Yes — it breaks any embedded digital signature. Compress before signing, never after.
Yes. Compress first, then run Protect PDF to add a password.