More Tips for Managing YourDocument’s File Size
There are many reasons why you would opt for usingover a standard word processing application to create documents. After all, an enterprise-grade PDF software application comes with a rich set of features that help you secure and design great looking files. There are times, however, when so many different features and capabilities may mean you need to think about file size.
Since there is so much you can do with PDF software, such as inserting images into your document, including interactive forms, embedding videos and audio files and applying encryption, you may run the risk of creating a file that’s too large. That’s because email servers often block large files and larger files eat up bandwidth when downloaded.
We previously covered how to decrease PDF document size via font choices, image size and compression. Now let’s look at a few additional ways to keep your PDF file size manageable.
If you’re not using PDF software, use the “Save As” command
This is a good way to start to removing file size. Every time you use the Save in most software, you usually end up with a larger file. That’s because your software saves any changes you made and adds them to the file instead of replacing them.
Instead of using Save, use the Save As command to overwrite the entire file, eliminating unnecessary objects and amassed changes, which reduces PDF file size.
Use PDF software to create your PDF documents
PDF editor software such as Foxit PhantomPDF comes with easy ways to documents and manage their file size. That includes ways to audit your PDF document and determine what’s causing the file to be so big.
Foxit PhantomPDF offers a feature called PDF Optimizer that you can find by expanding the File tab. Opening this tool presents you with a button that reads Audit space usage. Clicking this button checks the space usage of your current document allowing you to decide which elements of the file you need to optimize.
Which elements can you optimize?
You can run a content audit with PhantomPDF to determine which areas you can optimize. You’ll likely find file size decreases by changing these elements:
- Fonts – since PDF software embeds fonts into the file, anyone on any computer or device with a can open your file. Unfortunately, adding all of these fonts to the finished file can create a bit of bloat. The optimizer allows you to select which fonts you wish to embed, leaving out those that are not used.
- Images – like any other file, the use of images adds to overall file size. You have the ability to set the settings for both color/grayscale and monochrome images and select from downsampling, subsampling and bicubic downsampling. You can also compress images with this tool and opt to only optimize images if the process results in reducing the file size.
- Discard objects – selecting this option will remove any unnecessary object settings.
- Discard user data – this allows you to select any user related data that you want to remove.
You can find out more about optimizing your PDF documents using PhantomPDF by following the instructions provided in the user manual.
Using PDF software to create documents affords you the ability to include a number of different elements in your file that other software doesn’t allow for. It also provides you with ways to ensure you give people the ability to read, share and work with the finished document. And that’s the goal, after all.