How to Convert and Compress Files with PDF Tools

How to Convert and Compress Files with PDF Tools

Convert documents and images into one PDF, or compress a PDF before attaching it to a fax or message. Learn supported formats, limits and quality settings.

Prepare a PDF before sending it

Use Fax → PDF tools in Office to convert documents and images into a PDF, combine several files into one PDF, or compress an existing PDF. Open PDF Tools.

This tool prepares a file; it does not send a fax or message automatically. Download the result, review it, then attach it in the sending screen.

Convert documents or combine files

1. Select Convert to PDF.
2. Click Add files, browse, or drag files into the box.
3. Check the selected files and their displayed order. Several files are returned as one PDF in the order shown.
4. Click Convert to PDF → and save the returned file.
5. Open the PDF and check page order, layout, images and text before sending.

Supported formats: DOC/DOCX, XLS/XLSX, PPT/PPTX, ODT, RTF, TXT, images and PDF. The screen allows up to 10 files and 30 MB total. Use Clear to start a new selection.

Compress an existing PDF

1. Select Compress PDF.
2. Add one PDF, up to 30 MB.
3. Select the quality level below, then click Compress PDF →.
4. Save the result separately from your original. Compare its size and check that small text and scanned pages remain readable.

• Smaller file — 75 dpi: prioritizes a smaller file; photos can look softer.
• Recommended — 150 dpi: a starting point for everyday scans and photos.
• Best quality — 300 dpi: retains more image detail for printing, usually with less size reduction.

Compression reduces image resolution and quality; the interface states that text is left untouched. Image-heavy scans benefit most. A text-only or already optimized PDF may return unchanged. Size reduction is not guaranteed.

Before attaching the result

• Keep the original and check every page of the output.
• The 30 MB tool limit is not a guarantee that your fax or messaging channel accepts a file of that size. Check the destination screen limits.
• For errors, confirm the format, file count and total size, and try a smaller selection. Do not send a file that you cannot open or read.
• The page states that files are converted and returned without being kept. Only process documents you are authorized to use.

Next: How to send a new fax.

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