Reduce File Size

Reduce PDF File Size

There are several ways to reduce a document's file size. If you have the original document(s) and a scanner, you can:

  1. Re-scan the document at lower resolution. This usually is the quickest and easiest fix. If you scanned the document in color, try scanning in gray scale. If your gray scale scanned file is too large, try scanning as Black and White (1-bit resolution).
  2. Re-scan the document in parts (or separate one document into several smaller documents) so that each individual file size is less than 1 MB. For example, Part 1 and Part 2; or Main Document and separate Addenda documents.
  3. Scan each page of a multiple page document as an image,  save each image as its own file, and then use the Create PDF tool in CTI Navigator's Document Manager to link these image files together in one PDF document. For instructions on using CTI's create PDF tool, see "Use Document Manager & Create PDF" on CTI's Help and Tutorials website. 

If you cannot reduce the file size sufficiently with a scanner, do not have a scanner, or your original is a text file (such as a Word, PowerPoint or Excel document), you can print the file to a third-party PDF printer utility that will electronically convert its format to PDF. Many popular PDF converters are free to download and use (such as Cute PDF Writer, Bullzip PDF Printer, or PDF Creator) but some may display advertising either in the document or during the creation process. 

You also can use free web-based document conversion services that do not need to be installed on your computer (such as www.freePDFconvert.com,  http://docuPub.com/pdfConvert, or www.zamzar.com) to convert an existing document (or image) file to a pdf formatted file. Some third-party PDF converters, such as http://docuPub.com/pdfConvert, offer compression options to help reduce the size of a PDF file. 

Reduce Image File Size 

Large images should be reduced in size (to 55 KB or less) before adding them to a flyer or custom report in CTI Navigator. You can use the basic image management tool called "Paint" that is included as an accessory in all supported versions of Windows to resize images. 

To Resize a picture or image using "Paint"  in Windows 8, 7 or Vista (click here for video) 

  1. Open Paint:

    • In Windows 8: on the Tiles screen, type Paint and click on the App icon for Paint   

    • In Windows 7 or Vista: click the Start button Picture of the Start button > click All Programs > click Accessories > then click Paint.

  2. Click File in Windows 8 or the Paint button Picture of the Paint button in Windows 7/Vista > click Open > select the picture or image you want to resize > then click Open.  

  3. On the Home tab, in the Image group, click Resize.

  4. In the Resize and Skew dialog box, select the Maintain aspect ratio check box so that the resized image will have the same aspect ratio as the original picture.

    If the Maintain aspect ratio check box is selected, you only need to enter the horizontal value (width) or vertical value (height). The other box in the Resize area is updated automatically.

  5. Do one of the following in the Resize area, and then click OK:

    • To resize your picture by a certain percentage, click Percentage, and then enter a percentage to reduce the width by in the Horizontal box, or a percentage to reduce the height by in the Vertical box.

    • To resize the picture so it's a specific size, click Pixels, and then enter a new width in the Horizontal box, or new height in the Vertical box.

  6. Click File in Windows 8 or the Paint button Picture of the Paint button in Windows 7/Vista > point to Save as > then click the picture file type for the resized image.

  7. Type a new file name in the File name box, and then click Save.

To Resize a picture or image using "Paint"  in Windows XP

  1. Click Start > All Programs > Accessories > Paint

  2. On the Paint Menu, click File > Open > change "Look In" to the location of the image to be resized > click Open

  3. On the Paint Menu click > Image > Stretch/Skew 

  4. To maintain the original width-to-height aspect ratio, enter the same percent (such as 50%) for both Horizontal and Vertical under Stretch.  Note: Do not enter any Horizontal or Vertical Degree value under Skew.

  5. Click Okay to preview the resized image

  6. Click File > "Save As" > enter a filename > click Save. 

In Windows XP you also can use the "Windows Picture and Fax Viewer" to reduce the size of an image:

Third-party photo editing programs (such as Photo Shop or Paint Shop Pro) also can be used to resize graphical image files. 

Alternatively, you can use free photo editing programs such as Shrink Pictures (online), Google's Picasa (download) or GIMP (see links in Related Articles below) to easily reduce the size of an image. 

In Picasa:

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{rev. 02.01.2013}