How to Reduce ZIP and PDF File Sizes: Tips for Easier Attachments

We handle and manage various types of files every day. Particularly in a professional setting, knowing how to efficiently reduce file sizes is crucial for effective file management and transfer. ZIP and PDF are among the most widely used file formats globally, and they offer significant advantages in reducing file sizes and minimizing issues during file sharing. In this post, we'll explore methods for compressing ZIP and PDF files to reduce their sizes and discuss how leveraging cloud storage can make attaching and sharing files even easier.

Source: Freepik

1. Why Reduce File sizes?

Source: Freepik

When you need to send large attachments to team members or clients, what method do you usually choose? Sending files via email or messaging apps can be challenging due to size limitations. Splitting a single file into multiple parts and sending them individually is time-consuming and inefficient. Therefore, utilizing methods to reduce file sizes is essential for effective file sharing. Here are three key reasons to reduce file sizes:

• Storage Space Savings: Smaller files take up less space on hard drives or cloud storage, allowing you to store more data.
• Improved System Performance: Smaller files lead to faster data transfer speeds, creating a more efficient work environment.
• Attachment Limits: Most email services and messaging apps have limits on the size of attachments, making it necessary to reduce file sizes frequently.

So, how could you reduce file sizes? Compressing files using ZIP and PDF formats is one of the most common methods. ZIP files are typically used to compress multiple files into one, while saving and converting documents to PDF format can prevent file corruption and ensure compatibility.

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2. How to Compress Files Using ZIP

Source: Freepik

A ZIP file is a file format used to compress multiple files into a single archive. Using ZIP compression, you can bundle several files together, which simplifies management and reduces file sizes for faster transmission and storage. Large files can also be restored to their original state without data loss, preserving the integrity of the original data.

Next, we'll cover how to compress and decompress ZIP files on both Windows and Mac operating systems, as well as how to set a password to protect your files.

① Compressing and Decompressing ZIP Files on Windows

• Compressing Files:
  • Select the files or folders you want to compress. Right-click and choose 'Send to' > 'Compressed (zipped) folder'.
  • A ZIP file will be created, and you can rename it as needed.
• Decompressing Files:
  • Right-click the ZIP file, and choose 'Extract All'.
  • Select the destination where you want to extract the files and click 'Extract'.
• Setting a Password:
  • Windows' built-in tools do not support password protection for ZIP files, so you'll need additional software like 7-Zip.
  • Install '7-Zip', select the files you want to compress and right-click. Then Choose '7-Zip' > 'Add to archive'.
  • In the popup window, enter a password in the 'Encryption' section and click 'OK' to create a password-protected ZIP file.

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② Compressing and Decompressing ZIP Files on Mac

• Compressing Files:
  • Select the files or folders you want to compress. Right-click and choose 'Compress [file/folder name]'.
  • A ZIP file will be created in the same location.
• Decompressing Files:
  • Double-click the ZIP file. The contents will be automatically extracted to the same location.
• Setting a Password:
  • Open the 'Termianl' application. (Search for it using Spotlight)
  • Type 'zipcloak' and press the Space bar.
  • Drag and drop the ZIP file you want to password-protect into the Terminal window, then press Enter.
  • When prompted, enter the desired password and press Enter. You'll need to confirm the password by entering it again and pressing Enter.
  • The ZIP file will be locked with the password you set.

3. How to Compress PDF Files

Source: Freepik

PDF(Portable Document Format)is a widely used file format standardized for consistent document presentation across different devices. PDFs can include text, images, graphics, and hyperlinks, and they maintain their formatting regardless of the device used to view them. They cannot be modified or edited without specific software, which makes them ideal for sharing and printing documents without the risk of alteration.

However, large PDF files can cause issues when attaching them to emails or uploading them to websites. This is especially true for PDFs containing high-quality images, which can significantly increase file size. To ensure that you maintain the high compatibility of PDFs while reducing file size, you may need to compress the PDF.

Let's explore how to reduce PDF file sizes using Adobe Online and ALTools. Both methods require you to specify the compression level. Please note that higher compression reduces file size but may also decrease image quality.

① Compressing PDF Files Using Adobe Online

Source: Adobe Acrobat

The simplest way to compress PDF files is by using Adobe's PDF compression service, provided by the creators of the PDF format. After the initial use, you will need to log in to the website, but there are no additional costs involved.

1. Search for Adobe Acrobat in your web browser and click on 'Compress PDF'.
2. Select the PDF file you want to compress and choose the compression level (High, Medium, Low). The file size and image quality will vary based on the chosen compression level.
3. Click 'Compress', and once the compression is complete, click 'Download' to download the compressed PDF file.

② Compressing PDF Files Using ALTools

Source: ALTools

You can easily compress PDF files using PDF editing software like ALTools. Note that while ALTools is free for personal use, businesses and institutions will need to purchase a paid version.

1. Install and launch ALTools.
2. Click on 'PDF Optimization' at the top of the screen and select the PDF file you want to compress.
3. Specify the compression level and click 'Apply'.
4. Review the compressed PDF file and click 'File' at the top of the screen, then choose 'Save' or 'Save As' to save the file.

4. If File Compression and Attachments are a Hassle : Try Rakuten Drive!

Source: Freepik

We've explored methods to reduce file sizes using ZIP and PDF formats. While ZIP compression allows you to attach large files to an email in one go, it still requires compressing and decompressing files, and may necessitate installing specialized software on different devices. PDF documents preserve data in its original form, but they lack real-time collaboration and editing capabilities.

How can you retain the advantages of ZIP and PDF while eliminating their drawbacks for more efficient file compression and sharing? By using cloud storage services like Rakuten Drive, you can share large files easily without the need for separate compression and decompression. With access to cloud storage from both desktop and mobile devices, you can share files anytime, anywhere, effectively reducing the time spent on file size management and streamlining your workflow.

📍4 reasons why you should share files with Cloud Storage

Cloud storage enables real-time collaboration and editing, with all changes saved on the server, making version management easy. Particularly with Rakuten Drive, you don’t need to open each PDF file to find the desired backup version; you can easily search and access the files you need. With Rakuten Drive, you can eliminate the hassle of splitting large files for sending and compressing multiple files, and instead, transfer up to 100GB of files in one go!

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We have explored methods for reducing file sizes using ZIP and PDF formats, as well as simplifying file sharing through cloud storage. If your goal is faster and more efficient file sharing with team members and clients, utilizing cloud storage can eliminate the need for compressing and decompressing files. Based on the information provided, consider enhancing your digital workflow efficiency.

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