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How to get a PDF under a size limit like 1 MB or 2 MB on a Mac

A form says the PDF must be under 1 MB or 2 MB. Steps to hit a specific size on a Mac, from the gentlest change to the strongest, stopping as soon as you are under.

The problem

The upload form says 2 MB maximum, your PDF is 6 MB, and every compressor you try either does nothing or makes the text unreadable.

How do I compress a PDF to under 1 MB on a Mac?

Work from the gentlest change to the strongest, and stop as soon as you are under the limit:

  1. Check the real size. Select the PDF in Finder and choose File > Get Info.
  2. Remove what is not needed. Blank pages, duplicates and instruction sheets all add size. See delete pages.
  3. Compress gently, with a setting that keeps text sharp. See compress a PDF without the blur.
  4. Grey instead of colour, for scans. Colour can be most of a scan's size.
  5. Compress harder. Preview's Reduce File Size, under Quartz Filter when you export, is strong. Zoom in afterwards and check the smallest text.
  6. Split it, if the form accepts several files. See split a PDF.

Why is my PDF so big?

Almost always pictures: scans and photos at camera resolution. Text alone is tiny. See why a PDF is so big.

What if compressing is not enough?

Split the PDF into parts under the limit, or ask whether a link to the file is acceptable. For email, see PDF too large to email.

Our take

Aim for just under the limit, not as small as possible. The form only cares that you are under 2 MB, and every step past that costs sharpness the reader may need, such as a signature or the small print on a statement.

In Simply PDF

Simply PDF's Compress shows the new size before you save. Try Balanced first, then Smallest, which is made for upload limits. It needs a key.

Questions

How do I compress a PDF to under 1 MB on a Mac?

Delete pages you do not need, compress with a setting that keeps text sharp, convert scans to grey, and compress harder only if still needed.

What if compressing is not enough?

Split the PDF into parts if the form accepts several files, or ask whether a link is acceptable.

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