Learn how to reduce PDF file size in Word without breaking a sweat—with a little help from settings in Microsoft Word and a boost from Compress PDF.
Let’s Talk About Why Your PDFs So Big
So, you’ve saved a Word doc as a PDF, only to find out the file is way too big to email, upload, or share without grumbling. Sound familiar?
A lot of us hit this roadblock when converting docs, especially ones packed with high-res images, charts, or complex formatting. Microsoft Word is great at turning documents into PDFs, but it doesn’t always keep things lean. That’s where knowing how to reduce PDF file size in Word really comes in handy.
And yes, it can be done without getting into anything too techy.
Compress It Even More With Smallpdf
Even if you’ve done everything right in Word, sometimes your file’s still a little on the heavy side.
Here’s how to give your file a digital diet with Smallpdf:
- Drag and drop your document into Compress PDF (or click to upload—up to you).
- Choose between “Basic” and “Strong” compression.
- Sit back while it gets compressed like magic.
- Download your freshly trimmed file—that’s it.
Using Smallpdf to compress image-heavy PDFs
It’s quick, free to use, and doesn’t mess with your formatting or quality unless you want it to.
Smallpdf is a super useful follow-up to Word if your PDF size isn’t where you want it yet. And while you’re limited to only shrinking a single file if using “Strong” compression, signing up for a free 7-day trial removes that limit.
Use Microsoft Word’s Built-in PDF Export Settings
Now for the main event: how to reduce PDF file size in Word using the tools already built in. Word actually gives you a sneaky little option that can make a huge difference.
Here’s the easy way to do it:
- Finish editing your Word doc like usual.
- Go to “File” and choose “Save As.”
- Pick “PDF” from the dropdown menu under file type.
- Pay close attention to the two options that now appear below “File Format.”
- Choose “Best for electronic distribution…” to have Word compress the PDF.
- And choose “Best for printing” for no compression.
Using Microsoft Word’s PDF export settings to create a smaller file
The big thing to know is that choosing the “Best for electronic distribution…” option uses a Microsoft online service. If you don’t have an internet connection when trying this, it won’t work.
Other Handy Tricks for Smaller PDFs in Word
If you want to get a little fancier (but still keep it easy), here are a few things to try next time you’re prepping a doc:
Resize your images before dropping them into Word. Large, high-res photos are often the main culprit behind bloated PDFs. If you shrink them first, you’re already ahead of the game.
Stick to simpler fonts and layouts when you can. It may sound small, but those custom design elements can add up.
And if you’re reusing a template over and over, make sure you’re not piling on hidden metadata or attachments that sneak into the final file. A clean Word doc equals a smaller saved PDF.
Does Saving as PDF in Word Actually Reduce Size?
This one pops up all the time, with people wondering if the PDF size is reduced when saving from Word. The short answer is yes, but only when you save it right.
When you hit “Save As” and go with “Best for printing,” Word prioritizes quality over size. That’s awesome for printing, but not so much when you're trying to keep your email under 25MB. When you select “Best for electronic distribution…” you can expect a slightly smaller file.
So yes—you can convert Word to PDF with reduced size, but you have to steer Word in the right direction.
ZIP It If You Must For a Little More Compression
Sometimes, even after all your efforts, the file’s still a little chunky. That’s when a ZIP file might come in handy. Just right-click your PDF and create a compressed ZIP folder—it won’t magically make it tiny, but it does help bundle it for uploads or sharing multiple files at once. Not essential, but nice to know if you’re ever in a pinch, or when you have to have a PDF saved at print quality.
But again, using Smallpdf’s more powerful compression tool first will ensure your file is nearly as small as it can get without affecting the quality.
Answers to Your PDF Size Questions
How do I reduce the size of a PDF in Word?
Use the “Save As” option and choose PDF as the format. In the options that appear below that, choose “Best for electronic distribution…” That tells Word to shrink the file while still keeping things readable.
How do I make a PDF file size smaller?
Start by shrinking image sizes and simplifying formatting before saving. Then use Word’s export settings and Smallpdf’s Compress PDF tool to squeeze out a few extra megabytes after saving.
