A 500MB file takes 10 minutes to upload on a typical connection. Compress it to 100MB and you’re done in 2 minutes. Here’s how to reduce file sizes without sacrificing quality.
When Compression Helps (and When It Doesn’t)
Worth compressing:
- Documents and text files (huge compression ratios)
- Folders with many files (ZIP bundles them efficiently)
- Uncompressed images (PNG, BMP, TIFF)
- Uncompressed audio (WAV, AIFF)
Already compressed (skip it):
- JPEG images
- MP4, MOV, MKV videos
- MP3, AAC audio
- PDF files (usually)
- ZIP, RAR archives
Trying to compress already-compressed files wastes time and often makes them slightly larger.
ZIP: The Universal Solution
ZIP works on every operating system and bundles multiple files into one download.
Windows:
- Select files/folders
- Right-click → Send to → Compressed folder
- Rename the .zip file
Mac:
- Select files/folders
- Right-click → Compress
- Creates Archive.zip
Benefits of ZIP:
- One link instead of multiple
- Recipient downloads once, extracts many
- Modest compression on uncompressed files
- Universal compatibility
Compressing Images
Images are often the easiest to optimize without visible quality loss.
Online tools:
- Squoosh.app - Best quality control
- TinyPNG - PNG and JPEG
- ImageOptim - Mac app
Tips:
- Convert PNG to JPEG if transparency isn’t needed
- WebP offers best compression but less compatible
- Resize dimensions if full resolution isn’t needed
- 80% JPEG quality looks identical to 100%
Compressing Videos
Video compression has the biggest impact but requires the most care.
Quick options:
- HandBrake (free, powerful)
- VLC (has compression features)
- Online compressors (quality varies)
Key settings:
- H.264 codec for compatibility
- H.265 for smaller files (less compatible)
- Lower resolution if acceptable (1080p instead of 4K)
- Adjust bitrate for size vs quality tradeoff
Warning: Video compression is lossy. You can’t get the original quality back. Keep originals if you might need them later.
Document Compression
PDFs and Office documents can often be reduced significantly.
PDF compression:
- Adobe Acrobat: File → Save As → Reduced Size PDF
- SmallPDF - Online tool
- Preview on Mac: Export → Quartz Filter → Reduce File Size
Office documents:
- Compress images within the document
- Remove unused embedded fonts
- Save as PDF for universal viewing
When to Skip Compression
Sometimes the time spent compressing exceeds the upload time saved:
- Files under 10MB (upload is fast anyway)
- Already compressed formats
- When recipient needs original quality
- Time-sensitive shares
Combine Compression with Smart Sharing
Use FileGrab for sharing compressed files:
- Compress your files locally
- Get your link instantly at filegrab.link
- Upload compressed files
- Share one link for everything
Smaller files mean faster uploads, and FileGrab’s CDN ensures fast downloads for recipients worldwide.