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Make Smaller guide

Reduce PDF and Office File Sizes on Windows

Make separate smaller document copies and check text, images and document behavior before using them.

By Osenpa · Updated
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Short answer

Select a supported document in File Explorer, then choose Make Smaller and a profile. Preserve quality is the starting point when content quality must stay unchanged. Balanced and Smallest size can reduce supported embedded images or media in eligible documents; review both appearance and behavior afterward.

Before you start

  • Make Smaller with an active license on Windows 11 24H2 or later, x64.
  • A saved, locally available PDF, supported Microsoft Office document or supported OpenDocument file. Support depends on the document's structure and features.

Start here

  1. Save and close the document

    Finish edits in its original application and close it. Start with one sample containing representative pages, sheets or slides.

  2. Choose a profile

    In File Explorer, right-click the sample, choose Make Smaller and then Preserve quality. Try Balanced or Smallest size from the original only when changes to supported embedded images or media are acceptable.

  3. Read the result

    Check the per-file explanation and any image or media adjustment information. Some document structures or signatures require preserving embedded content unchanged.

  4. Open the reported copy

    Use Show in folder, then open the output in its normal reader or editor. Check small text, diagrams, images, slides, spreadsheet formulas and any links or forms you rely on.

  5. Check the destination limit

    Compare the actual file size with the upload limit. Make Smaller does not let you enter a target MB value and cannot guarantee that a particular document will fit.

Check your result

  • Pages, sheets or slides remain present and readable.
  • Required links, forms, formulas and embedded media still work.
  • The original remains available and the inspected output meets its intended use.

When the document is skipped or unchanged

Encrypted or rights-managed files cannot be processed. Some signatures and internal document features cannot be preserved by the available method; follow the specific explanation instead of assuming every PDF or Office file is supported.

An already optimized file can finish with No improvement. A stronger profile may also keep content unchanged when quality reduction cannot be verified safely. Do not remove security or signatures just to force a reduction.

If your task needs PDF-specific controls

Osenpa PDF Tools has a separate compression workflow, including eligible size-goal options, alongside other PDF tasks. Use the related PDF compression guide for that workflow; its controls and profile names differ from Make Smaller.

Reducing file size does not redact visible text or promise to remove personal metadata. Inspect sensitive information separately before sharing.

The app used in this guide

Make Smaller

View app details

Related guides

Sources and further reading