Document preparation guide
Make a large PDF small enough to fax
Keep an untouched original, then create a smaller copy on your device and inspect it before uploading. FaxFor99 accepts at most 20 MB across all files in a fax. The aim is a complete, readable document within that limit, not the smallest possible file.
- Written by
- FaxFor99 Editorial Team
- Reviewed by
- FaxFor99 Product Review
- Last reviewed
What is the safest order for reducing file size?
- 1Make a copy of the original so you can undo quality loss or a mistaken page removal.
- 2Check for duplicate attachments and unintended blank pages. Keep every page the recipient requires.
- 3If you have the original Word document, export a fresh PDF instead of photographing or scanning a printed copy.
- 4For a scanned PDF, try your document app’s smaller-file export setting on the copy. Avoid repeated compression of the same copy.
- 5Reopen the output and zoom in on small type, signatures, barcodes, and checkboxes. Compare against the original.
- 6Check both total file size and page count, then upload the final copy and verify the quote before payment.
Why is a short PDF sometimes larger than a long one?
A scan stores pictures of pages, while a document exported from a word processor can represent much of the page as text. Large embedded photos can make a short scan bigger than a long text document.
File size and billed page count measure different things. A one-page scan remains one page even if its image is large. Compressing a five-page PDF does not make it a one-page fax.
How do I export a smaller PDF from Word?
Word’s PDF export offers quality options, including a minimum-size option in supported desktop versions. Export a copy, then check whether the result remains clear enough for the recipient.
Use the document’s intended page layout and confirm that all fields and signatures appear in the exported file. The smallest export option is not always suitable for small print or detailed images.
What should I avoid?
- Do not rename a ZIP archive or unsupported document to .pdf. That does not create a PDF.
- Do not remove requested evidence, signature pages, or official routing pages to save space.
- Avoid making text so small or images so blurry that the recipient cannot read them.
- Consider where a compression service stores sensitive files before uploading your document there. A local export can avoid another upload.
What if the complete document still will not fit?
Ask the recipient whether they accept a secure upload or separate fax batches. If they accept batches, agree on labels and page ranges so the pieces can be reunited.
Each separate FaxFor99 purchase is priced independently. Check those totals before proceeding. A PDF also needs to be readable, unencrypted, and within the 200-page limit even when its file size is small.
Official sources
Sources include the app’s product documentation and the platform or recipient instructions used for this guide. Check current requirements before sending.