Revu provides a mechanism for reducing the size of some PDFs to make them more palatable for email or a Document Management System. This tool works by compressing bitmap images and removing non-visible document data. It does not affect vector content. Be aware that performing this action on a page containing flattened markups will prevent all markups on the page from being unflattened.
This process can be run on multiple PDFs at the same time. PDFs do not need to be open in Revu when the process is run. If a document is open in Revu, any changes resulting from the process will be made to the document, but the document will not be saved or checked in (if relevant); the user will need to save and check in the document manually. If a document is not open in Revu, and it is not checked out/locked by another user, changes will be applied and saved to the document automatically (without opening the document in Revu).
Go to Document > Reduce File Size. The Reduce File Size dialog box appears.
- Alternatively, go to Batch > Reduce File Size.
- The active PDF, if any, is automatically added to the process. To add more PDFs, click Add and use one or more of the following methods:
- Files: Adds individual files from a network or local drive. Selecting this option will cause the Open dialog box to appear. Navigate to the appropriate location and select the desired files.
- Open Files: Adds all files currently open in Revu.
- Open Set: Adds all files contained in the current Set.
- Folder: Adds all files in a selected folder on a network or local drive, but not files contained in any of its subfolders. Selecting this option will cause the Select Folder dialog box to appear. Navigate to the desired folder and select it.
- Folder and Subfolders: Adds all files in a selected folder on a network or local drive as well as all files within any of its subfolders. Selecting this option will cause the Select Folder dialog box to appear. Navigate to the desired folder and select it.
- To use one of the standard compression presets, select Quality/Compression and move the slider bar to the desired setting. The leftmost setting has the highest image quality with the lowest amount of compression while the rightmost setting applies the highest amount of compression resulting in the greatest size reduction, though possibly at the expense of image quality.
- To use a custom reduction setting, select Custom Preset and select it from the associated menu.
- To edit these settings, click Edit to open the Reduce File Size Custom Settings dialog box, then configure the settings as desired (as described below) and click OK.
- To create a new custom preset, click Edit to open the Reduce File Size Custom Settings dialog box, then configure the settings as desired (as described below) and click Save.Reduce File Size Custom Settings
Reduction settings are divided among three tabs at the top of the dialog box. Before beginning, however, consult the color-coded bar chart at the bottom of the dialog box. It shows a breakdown of the PDF’s file size and can indicate where the most dramatic file reductions can be realized. This is also where the values for the original File Size, the Estimated reduced file size and the percentage by which the document will be reduced are shown. These values update as settings are changed; use them to determine whether the selected configuration meets the file reduction needs.
Images are broken into four categories according to bit depth (Full Color, 8-bit Color, Grayscale and Monochrome) and the number of images in a given category is shown below each heading as the Count. Settings are applied to all images in the category.
- Convert to: Select the image type to convert images to. The effects of this selection vary greatly according to the original image type, but for color images, generally PNG renders images of higher fidelity while JPEG and JPEG2000 result in smaller image sizes. For monochrome images, CCITT generally renders the higher fidelity and JBIG2 results in the smaller image sizes.
- Max DPI: Select the maximum number of Dots Per Inch (or “resolution”) to convert images to. The number of images that would be reduced by the selection is shown below the selection. If this value is 0, all of the images in this category are already at a lower DPI than what is selected.
- Bit Depth: Select the color depth of converted images.
- Quality: Select the image quality (high, medium or low) for JPEG or JPEG2000 images.
In addition, enable or disable any of the following global image settings:
- Automatically reduce bit depth of compatible images: Enable to cause all images selected for conversion (above) to be analyzed to determine whether they can be converted to a smaller bit depth without introducing errors (for example, some images saved as "full color" would do just as well saved at "8-bit color" with a considerably smaller file size) and, if so, convert those images to the smaller bit depth type.
- Remove ICC Color Profiles: Enable to remove any embedded ICC color profiles, which are generally only needed when printing PDFs, and replace them with their defined, alternate color spaces.
- Combine identical indexed colorspaces: Enable to cause all images that use identical color spaces to reference a single instance of the color space in the PDF and remove the duplicates.
- Drop Embedded: Enable to remove any embedded fonts from the PDF. Note that this might affect the display of the PDF on other computers; if a font used in the PDF is not present on another computer, a substitute font will be used to render the PDF.
Enable any of the following options, as desired. The general effects of selecting an option (for example, the number of bytes that would be removed from the file or the number of images that would be affected) is shown immediately to its right; if nothing is shown, that type of data is not present and enabling the option would have no effect.
- Drop Metadata: Enable to remove all metadata associated with the PDF or with objects within the PDF.
- Drop Private Data: Enable to remove document private data, which is generally only usable by whatever application created the PDF.
- Compress All Streams: Enable to compress any uncompressed content streams in the PDF.
- Drop Thumbnails: Enable to remove embedded thumbnails, generally used for quick previews of content by some applications, from the document.
- Drop Unused Resources: Enable to remove any resources, such as images, fonts, color spaces, or snapshots of content from other pages, that are not used when rendering page content (this often happens when PDFs are extracted from larger documents).
- Drop Free XRefs: Enable to recycle any XRefs that no longer refer to anything in the document.
- Crop content to crop box: Enable to remove any image data that falls outside of a PDF's crop box (often when an image is "cropped" within a PDF, the parts of the image that fall outside the crop box are simply hidden; this option deletes the hidden content).
- Dereference number XRefs: Enable to replace XRefs that reference a number (some PDFs, for example, use XRefs to define image width) with the actual number (which takes up less space).
- Enter a Filename Prefix and/or Filename Suffix, as desired. These will be added to the original filename when the compressed file is saved, creating a new file. Otherwise, the file will be overwritten.
Click Save.The file is compressed and saved. The Reduce File Size Results report opens.