How to Compress PDF [For Business]

In today's businesses, nearly everything is digitized, including documentation. However, working in a fully digital environment poses challenges, particularly with the large space that documents occupy. Sharing these documents via email often requires adhering to specific file size limits, making it difficult to send large files across colleagues. Compressing documents becomes essential in these scenarios. In this article, I will show you how to compress PDF files efficiently for business purposes.

Compress PDF to Promote Business Cooperation

In the world of business, fostering strong camaraderie among colleagues is essential for success. Compressing your documents can significantly contribute to promoting business cooperation. Here's how:

• Communication and Sharing: Compressing PDF files reduces their size, making it easier to share them with customers, colleagues, or partners via email or online platforms. This is particularly beneficial when you need to transfer files quickly or overcome network bandwidth limitations. By facilitating swift and efficient document sharing, compression enhances communication and collaboration among team members.

• Improved Document Efficiency: Business professionals often deal with large volumes of documents and data. Compressing PDF files helps save storage space and enhances document management efficiency. By reducing file sizes, compression streamlines the process of organizing, accessing, and retrieving documents, thereby boosting overall workflow efficiency.

• Promote Business Cooperation: Whether it's reports, contracts, marketing materials, or other business documents, using compressed PDF files ensures optimal file quality while minimizing file size. This makes it easier to archive, transmit, and share documents, facilitating smooth business cooperation. With compressed documents, colleagues can seamlessly collaborate on projects, exchange ideas, and drive business initiatives forward.

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How to Compress PDF for Business

You may encounter the need to reduce the size of your PDF files, especially when sharing them with colleagues or other stakeholders in your business. PDFs such as business plans, market research reports, or simple work documents can often exceed 20 MB, which can pose problems when emailing them, as many email clients have a file size limit of 20 MB. To ensure all my PDFs are email-friendly, I use the WPS PDF Compressor tool, which offers both online and offline app options to compress PDF files. I find the practice of compressing my PDFs extremely convenient, as it not only reduces the file size for easier sharing but also frees up storage space. Let's explore how you can compress your PDF files using the WPS PDF Compressor tool and the built-in app compressor tool.

Compress PDFs with WPS Office

To explain the steps more thoroughly, I'll demonstrate using a sample Business Plan PDF that needs to be compressed to reduce its file size using WPS Office.

Step 1: Begin by opening WPS Office and navigating to the "Tools" tab located in the toolbar.

Step 2: Within the Tools ribbon, select the "PDF Compressor" button.

Once the Kingsoft PDF Compression window appears, you'll have the opportunity to adjust several settings before proceeding with the compression. Let's review the available options.

Step 3: Focus on the "Level" field, the most important setting. You can select from three compression levels: "HD", "Normal", and "Common". These options dictate the extent of compression for your PDF.

Step 4: To include additional PDF files, click the "Add File" button. This functionality is particularly useful for business owners needing to compress multiple PDFs at once, streamlining the process.

Step 5: By default, compressed PDFs are saved in the same folder as the original files. If you wish to change this, click on the "Save to Directory" option and select a new destination for the compressed PDFs.

Step 6: Once you have made all the necessary adjustments, click the "Compress" button to initiate the compression, making your PDFs easier to share.

Compress PDFs Online

To compress your PDFs using WPS PDF online tools, here are the steps:

Step 1: Open your browser and navigate to the WPS PDF Online Tools website.

Step 2: Click on "Compress PDF" to reduce the size of your PDF files.

Step 3: Upload the PDFs you wish to compress by clicking the "Select PDF file" button.

Note: Business Professionals can save time by uploading multiple PDFs at once.

Step 4: After the PDFs are uploaded, select the desired Level of Compression to meet your file size needs.

Step 5: Initiate the compression process by clicking the "Compress" button.

Step 6: When the compression is complete, download each file individually by clicking the "Download" button.

By compressing documents, businesses can strengthen cooperation among colleagues, enhance productivity, and achieve greater success in their endeavors. While various methods exist to achieve document compression, I find using WPS Office particularly convenient, especially for office goers.

With WPS Office installed on their systems, they can easily compress documents on the go, seamlessly integrating compression into their workflow alongside document creation and editing tasks. However, it's essential to recognize that the most suitable method may vary according to individual needs and preferences. Whether utilizing online tools or desktop applications like WPS Office, the ultimate goal remains the same: optimizing document management processes to drive business efficiency and collaboration.

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Top AI Assistant for Business - WPS AI

The key to a thriving business is utilizing available resources to their fullest capacity to drive progress. WPS Office, a free tool, provides exceptional value to businesses, especially with its integrated AI tools. WPS AI transforms business operations by automating processes and accelerating workflows, making it a true upgrade in workplaces.

• Automated Report Creation: Professionals can create comprehensive reports quickly and efficiently, saving valuable time.

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Use WPS Office to Meet Your Business Needs

WPS Office provides an efficient way of dealing with documents that not only enhances workers' productivity but also saves time and empowers professionals to make informed decisions. By integrating these powerful AI tools, businesses can achieve greater efficiency and success in any industry.

Customized Compression:

WPS Office offers customized compression options for PDF files, allowing users to choose the compression mode that best meets their needs. This ensures compression diversity and flexibility, making it easier to manage document sizes without compromising quality.

Share PDF:

With WPS Office, users can compress PDF files without significantly affecting the quality of included images and text. Compressed PDFs have smaller file sizes, making them easy to share while also saving space on devices. This feature streamlines document sharing and collaboration among team members.

WPS OCR:

Business professionals can utilize WPS OCR to convert scanned PDF files into editable documents. This allows designated users to edit the content and text of scanned business contracts, commercial invoices, and other important documents, making business activities more convenient and faster. Additionally, the tool enables text search functionality, facilitating faster retrieval of information within documents.

FAQs about  How to Compress PDF for Business

1. How to Compress PDF Using Preview on Mac?

To compress a PDF using the Preview method, simply follow these steps:

Step 1: Double-click on a PDF file to open it. By default, it will open in Preview.

Step 2: Click on the File menu at the top left of the screen.

Step 3: In the File menu, select the "Export" option.

Step 4: Give your document a name in the "Export As" field.

Step 5: In the Format field, select "PDF".

Step 6: In the Quartz Filter field, select "Reduce File Size" and then click "Save".

2. How to Compress PDF Using Microsoft Word?

Here's how you can compress a file using Microsoft Word:

Step 1: Open a Word document that you want to convert to PDF with a smaller file size.

Step 2: Click on the "File" menu at the top left of the screen.

Step 3: In the File menu, click on the "Export" tab in the left side pane.

Step 4: In the Export screen, select "Create PDF/XPS Document" and then click on the "Create PDF/XPS" button.

Step 5: In the "Publish as PDF or XPS" window, visit the "Save as Type" field and select "PDF”.

Step 6: Below the "Save as Type", there are a few additional settings. Visit the "Optimize for" option and select the "Minimum Size (publishing online)" button.

Step 7: Double-check all the settings and then click on the "Publish" button to save a compressed version of the document in PDF format.

Effortlessly Compress PDFs with WPS Office

If you're a business owner constantly seeking ways to streamline and enhance your documentation processes, WPS Office is the solution for you. Equipped with everything you need, including advanced AI capabilities, WPS Office ensures that you encounter no obstacles in managing your documents efficiently. Additionally, it offers the invaluable feature of compressing PDFs specifically designed for businesses, enabling them to operate at their fullest capacities.

You'll be pleasantly surprised by the capabilities of WPS Office. Simply install it and experience firsthand how it revolutionizes your document management. Download WPS Office now and take your business documentation to the next level.