Trying to transfer a large PDF file via email and find it challenging as you cannot attach it? Or are you looking for more tranquil ways to ZIP a PDF file?
This is a complete guide with multiple ways how to zip, compress, and manage multiple PDF files.
Since many email servers do not accept large email attachments, zipping it is the best possible solution. This way, you can save time and effort when sending or managing multiple PDF files.
Gmail attachment size limit is 25 MB. So, if you want to send PDF files larger than that, you'll want to compress them first.
If that sounds like you or you're just wondering how to ZIP files across different devices (Mac, iPhone, Android, etc.), we’ll cover everything you need to know below.
Here’s what you’ll learn:
- What Is ZIPPING?
- Is it Bad to Compress PDF Files?
- Benefits of Zipping PDF Files (When to Zip Files)
- 2 Best Programs to ZIP a PDF File
- How To Zip a PDF File For Email?
- How to ZIP a PDF File On iPhone?
- How to Compress PDF Files Using Adobe Acrobat?
- How to Zip a PDF File On Mac?
- How to Zip A PDF File with Password?
- How to Zip a PDF file on Android?
- How to Unzip a Zip PDF File?
What Is ZIPPING?
Zipping means archiving a file by compressing it to make it easy to share, save space on the device, and protect the file.
Moreover, zipping allows you to combine different files into a single zipped folder to transfer them to other devices via email.
Is it Bad to Compress PDF Files?
No, not at all. You can compress files without losing the image quality and primary data. It becomes the only option left when you want to share large files.
The maximum attachment size limit for Gmail is 25 MB. If your PDF is too large, you’ll want to compress it so you can attach and send it properly.
Let’s look at the benefits to get a clear picture.
Benefits of Zipping PDF Files (When to Zip Files)
In essence, zipping a PDF file is the ideal way to compress files and reduce their size. You will find tons of benefits for zipping a PDF file. Take a peek below:
The first benefit of compressing files is that they can be transferred more quickly. The files compressed into the archive are smaller than the original version. Also, many files can be compressed into one file.
This makes sending a zip file as an attachment to others over the internet much easier. This is because some email websites have restrictions on the file size they can send. This means that you can send pdf files as email attachments you wouldn't have been able to otherwise because of the size limit.
Besides, it is also useful to transfer the zip file to a blank CD or USB stick. Compressed files are small so that you can add far more files to a CD than any other method. Also, the smaller the file, the shorter the time it takes to burn the CD.
Compressing all the files this way allows you to put far more files on the CD than you would without compression.
Zipping a file will make your system more organized, and it will become easier for you to find a file. Suppose you have many files that you don't want to use right away; you can compress them all into one archive.
This makes them smaller and organizes them into easy-to-find and use files. Some files on your computer can be huge. Therefore, by bundling many of these into a single ZIP file, you can significantly reduce both the disk space required and the difficulty of finding those files.
2 Best Programs to ZIP a PDF File
The top 2 and most used programs to zip files are WinZip and WinRAR.
All you need to do is download these programs on your system, and by right-clicking on the folder you want to zip, you can easily add it to the archive.
Let’s have a look at the step-by-step guide.
How to zip PDF files with WinZip
WinZip is a file compressor and trial ware file archiver for iOS, Android, MacOS, and Windows. It is used to create archives in a .Zip format. It also unpacks various other formats and possesses several tools for system integration.
Step 1: Click here and get a free 21 day trial of WinZip. Follow the prompt and run the software on your system. Downloading will take a few minutes. Once the download finishes, 4 folders will appear on your desktop (WinZip, WinZip Image, WinZip PDF Express, and WinZip Secure backup). Click on the main ribbon folder and let it run.
Step 2: Open the file pane of WinZip and choose the PDF file you want to Zip.
Step 3: Press add to Zip.
Step 4: Save the Zipped file wherever you prefer.
How to Zip PDF Files With WinRAR
Developed by Eugene Rosshal, WinRAR is a trial ware used to archive files. It enables you to view and create archives in ZIP or RAR formats. Besides, it is also utilized to extract a large number of archive file formats.
Step 1: Click here and download WinRAR. Run the software on your system. The WinRar free trial is for 40 days. After your 40 days are over, WinRar will prompt you to buy a license, but you can still continue using the program for free once the 40 day pass.
Step 2: Once the downloading finishes, locate the PDF file you want to Zip on your system.
Step 3: Right click on the file and choose “add to archive.”
You can ZIP as many files as you want to use both the mentioned programs. Below is how you can zip your PDF files if you have to send multiple using WinZip or WinRAR.
How To Zip a PDF File For Email?
It is quite annoying when you attempt to email a large PDF file, and the attachment is not being accepted due to oversizing. The best approach under such circumstances is to compress your PDF file and then email it.
Here is how you can compress your files and mail them in seconds.
- Make a new folder on your desktop and add all the PDFs you want to compress and mail.
- Now right-click on the folder and select the "Send to" Option.
- Now Click "Compressed folder."
4. You can now see the .ZIP file with all the files zipped together.
How to ZIP a PDF File On iPhone?
You can use online compressors to ZIP PDF files. Here is a list of some online PDF compressors that save ZIP files in minutes.
- Adobe Online PDF Compressor
Step 1: Open the browser.
Step 2: Navigate to your preferred tool, upload your chosen PDF file, and follow the prompt.
How to Compress PDF Files Using Adobe Acrobat?
If you are willing to spend a few dollars on getting a subscription for software to compress your large files, Adobe Acrobat Pro is a good option. This is how you can compress PDF files using Adobe Acrobat;
- Open the PDF file you want to compress in Adobe Acrobat
- Now Click on the "Tools" tab and select "Optimize PDF."
- From the toolbar, select "Reduce File Size."
- Now, save the copy of the PDF wherever you prefer.
How to Zip a PDF File On Mac?
If you want to zip a PDF file on Mac, you can do so by using the Preview app. Amazingly, this app compresses the PDF file in less time. Here is how you can to this task on Mac;
- Launch the PDF file you want to ZIP on the preview application of your Mac.
- Select the file and press “Export”
- Now select the “Reduce file size” from the Quartz filter pop up menu.
How to Zip A PDF File with Password?
Programs like Optimize PDF and Adobe Acrobat allow you to zip your PDF file and then protect it with a password. They give you full control of your document while keeping it secure and private. Besides, you can also encrypt the meta data to keep your file inaccessible from search engine access. Let’s see how;
- Launch Acrobat DC and open the PDF file you want to Zip and protect with password.
- From the menu on the right, click “Protect”
- A protect banner will appear above the window of the document. Now click on “Protect Using Password.”
- Type your desired password and save your file in the space you feel the safest. Here it is very significant to know that there is no password recover option available.
Note: If you want to encrypt the file, you can explore the advanced options menu and choose the option you're looking for.
How to Zip a PDF file on Android?
You do not need any additional applications to compress a PDF file on android, use the online Adobe Acrobat processor. It will ZIP your file in seconds. Thus, for Android users zipping the PDF file is a breeze.
- Open your browser on your Android device.
- Navigate to Adobe Acrobat Online PDF Compressor.
- Now, locate your PDF file by clicking on the “Select the file” option.
4. Download the compressed/Zipped version of the file.
How to Unzip a Zip PDF File?
What about once you’ve zipped your PDF file, or someone sent you a zipped version - wondering how to unzip it?
Unzipping a Zipped file is quite a simple task. Here’s how to do just that:
- Right-click on the zipped file to launch the explorers.
- Now click the "extract all" option and follow the prompt.
Note: If you want to unzip a particular file and not the whole folder. Simply drag it from the zipped folder and drop it to a new location.
Zipping large PDF files becomes the only option left when you are trying to transfer them to another media, save space or share them with someone.
The maximum file attachment size for Gmail is 25 MB. So, if your PDF is more than that, you’ll want to zip it first before uploading.
The process of zipping or compressing a PDF file is not rocket science as it only requires a few tools and programs like WinZip or WinRAR. You can also use online PDF compressors to compress your large files in minutes. Likewise, the content also includes a simple procedure to unzip the zipped files.
Hope this guide helped!