Troubleshooting
PDF Too Large to Upload? Here’s How to Fix It
Covers emergency fixes for admissions, visas, payroll, or LMS portals that refuse a PDF because it exceeds their threshold.
Table of contents
Confirm the actual limit
Before panicking, look for help articles or contact support to learn the true cap. Many systems post exact numbers: 2 MB for scholarships, 5 MB for visas, or 10 MB for corporate HR. Knowing the real ceiling allows you to choose the right optimization strategy.
If documentation is vague, start by targeting 3 MB or lower—most portals accept that without issue.
Try the tools mentioned in this guide
Every workflow here is powered by MyPDFHero. Jump straight into the tool that fits your task.
Compress PDF
Shrink assignments, contracts, or reports to fit email and LMS limits.
Open tool →Merge PDF
Combine chapters, receipts, or scans before submitting a single file.
Open tool →JPG to PDF
Turn photos, scans, or screenshots into polished PDFs in seconds.
Open tool →Use MyPDFHero as your first pass
Upload the PDF to the compressor and watch the size drop dramatically. Most documents fall under 3 MB immediately. Download the result, rename it with the target size, and retry the upload.
If the portal still complains, move to more aggressive tactics below.
Flatten heavy elements
Print the PDF to a new PDF to flatten transparency, forms, and embedded media. This trick often resolves compatibility issues for older portals. After flattening, compress the new file again.
Keep the original copy safe in case you need editable fields later.
Split the PDF if allowed
Some systems let you upload multiple files across different steps. Break your PDF into logical sections and upload them separately. Provide clear labels so reviewers know the order.
Use the Merge tool later if you need to reassemble the packet for email.
Switch to grayscale or lower DPI
For scanned PDFs, converting pages to grayscale can cut file size by 40% without hurting legibility. You can also reduce DPI to 200 for forms that do not require high-end printing.
Remember to double-check readability before submitting.
Leverage official exceptions
If nothing works, contact the portal’s support team. Many have backdoor upload links for large files or allow zipped attachments via email. Provide proof that you attempted to compress the PDF and include the exact size you achieved.
Being proactive shows professionalism and often earns a manual override.
Step-by-step workflow
Follow these practical steps inside MyPDFHero or your operating system to complete the task quickly.
Step 1
Identify the size limit
Note the maximum MB allowed by the portal or ask support for confirmation.
Step 2
Compress in MyPDFHero
Run the PDF through the compressor and note the new size.
Step 3
Apply advanced tweaks
Flatten, split, or convert to grayscale until you meet the limit.
Step 4
Retry the upload
Attempt the submission again and confirm the portal accepts the file.
Step 5
Escalate if needed
Contact support with evidence of your attempts if the PDF is still rejected.
Official resources
Validate your workflow with trusted documentation from Google, Microsoft, Adobe, and other official sources.
- Common App file requirements
College applicants frequently face strict PDF limits.
- US visa photo & document specs
Examples of government upload policies.
- Workday document uploads
HR teams dealing with Workday can confirm limits here.
Frequently asked questions
Why does the portal say my PDF is too large when it isn’t?
Some systems misreport sizes due to caching. Clear your browser cache, rename the file, and try again. If the issue persists, contact support.
Can I zip the PDF to bypass limits?
Only if the portal explicitly allows ZIP uploads. Otherwise, they will reject the file entirely.
Is converting to grayscale acceptable?
Yes for most forms. Avoid it when color-coding or signatures rely on hue differences.
How do I handle multiple PDFs when only one upload is allowed?
Merge them into a single file with MyPDFHero, then compress. If size becomes a problem, split them logically and email support for instructions.
Will compression break digital signatures?
MyPDFHero preserves signatures, but flattening via print-to-PDF may invalidate them. Keep the signed original as a backup.
What if I’m on a deadline?
Prioritize compression and flattening—they take minutes. Splitting and contacting support come next if time allows.
Related reading
Expand your PDF toolkit with more long-tail guides from MyPDFHero.
How to Compress a PDF Without Losing Quality (Free Guide)
A practical tutorial that shows you how to reduce PDF size without hurting readability, perfect for email, admissions, or procurement portals.
Read more →5 Ways to Make a PDF Smaller for Email (2025 Guide)
Gmail, Outlook, and ATS platforms reject bloated attachments. This guide shows five workflows to shrink PDFs so they always send on the first try.
Read more →How to Reduce PDF Size Below 1 MB (or 500 KB)
This tutorial covers the exact steps to get under strict upload limits, including advanced flattening, image replacement, and compression tactics.
Read more →