How compression works
The first pass only rewrites the PDF: object streams are packed and document info such as title and author is cleared. Fonts, vector text, and bookmarks stay as they were, so you can still select and search the text. Many digital files — a form saved from a website, a letter exported from Word — get small enough here and never need the second pass.
The second pass runs only when that rewrite is still over your target, or when you choose Medium, Low, or Smallest quality. Each page is drawn and saved as a JPEG, then the images are placed back into a new PDF. That is what makes a phone photo of a certificate fit a portal limit. It also means the pages are pictures: you cannot select the text, search it, or have a screen reader read it. The result screen says which pass was used.
Sizes on this page use 1 KB = 1,000 bytes. A file marked 100 KB is at most 100,000 bytes, so it also fits a portal that counts 1 KB as 1,024 bytes. We stop at about 60 DPI. Going softer than that makes stamps and signatures unreadable, so a long colour scan can miss 100 KB. When that happens the page says so and still lets you download the best file.
Choose the limit your form actually uses
100 KB is the limit people hit on scholarship forms, municipal certificates, and state portals that reject anything larger. A one-page grayscale scan often fits. A colour scan of a whole booklet usually does not.
200 KB suits job-portal uploads and short college forms, often two to five pages. 500 KB is a practical size for emailing a few scanned pages. It is too big for rules that say 300 KB, including supporting documents on some PAN instructions — use Custom and type 300, then read the byte count before you submit. 1 MB covers longer scans and many text PDFs without turning them into images.
Other target sizes
- Compress PDF to 100KB — One-page certificates and strict portal caps
- Compress PDF to 200KB — Short job and college uploads
- Compress PDF to 500KB — A few scanned pages or email
- Compress PDF to 1MB — Longer files and attachment caps
- Split PDF — remove pages that do not need to be in the upload