The Tool Desk
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Compress an existing screenshot with Preview
Preview is built into macOS and gives you two different controls: format and quality affect how image data is encoded, while resampling changes the number of pixels. Start with format and quality when the dimensions are already appropriate.
Export a smaller JPEG copy
- In Finder, double-click the screenshot to open it in Preview.
- Choose File > Export. Do not use “Export as PDF” unless you actually need a PDF.
- Choose JPEG from the Format menu.
- Move the Quality control toward a smaller file, or enter the available quality value in your version of macOS.
- Give the copy a new name and location, then select Save.
JPEG uses lossy compression. Text edges, icons and fine lines can develop blocking or softness as quality decreases, so inspect the saved copy at 100 percent before sending it. Apple documents JPEG as an export format and provides a quality adjustment, but does not specify one setting that is best for every screenshot.
Try JPEG-2000 when your recipient supports it
Preview also exposes a quality control when you export as JPEG-2000. It can be useful when the application receiving the file accepts that format, but compatibility is less predictable than JPEG or PNG. Verify that the recipient can open it before relying on it for a workflow.
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Reduce the screenshot’s pixel dimensions
If a website, form or chat limits image dimensions, changing quality alone may not solve the problem. Resample the image in Preview:
- Open the image in Preview.
- Choose Tools > Adjust Size.
- Enable Resample image.
- Enter a smaller width, height or resolution. Keep Scale proportionally enabled if you want to preserve the original shape.
- Review the resulting dimensions and size shown in the dialog, then select OK.
- Use File > Export to save the resized result as a separate file.
Resampling permanently removes detail from that copy. A screenshot reduced from a large Retina capture may still be perfectly readable at its intended display size, but small text can become difficult to read if you reduce it too far. Save the original before confirming the change.
Compress a screenshot stored in a PDF
A PDF is a separate case from a standalone PNG or JPEG. Open the PDF in Preview, then choose File > Export. In Quartz Filter, select Reduce File Size and save a new PDF. Depending on your macOS version, export options may also let you optimize images for screen viewing or save images as JPEG.
Apple warns that PDF reduction can lower image quality and that the final size and appearance vary with the options and source document. Check every page at the zoom level your recipient will use. Do not apply the PDF filter to a normal image file; export the image itself instead.
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Which Preview method should you use?
| What you need | Preview workflow | Main trade-off |
|---|---|---|
| A smaller file with the same pixel dimensions | File > Export > JPEG or JPEG-2000, then adjust Quality | Lower quality can add visible artifacts; format support differs |
| Fewer pixels for an upload or fixed-size field | Tools > Adjust Size, select Resample image, enter smaller dimensions | Less detail and potentially less readable text |
| A smaller PDF containing the screenshot | File > Export > Quartz Filter > Reduce File Size | Quality and savings vary; pages may look softer |
| Maximum compatibility for a new screenshot | Capture as PNG when that option is available | PNG is lossless but may produce a larger file |
Choose a smaller format when taking a new screenshot
Compression is easier when you select an appropriate format before capturing. Press Shift-Command-5 to open Screenshot controls. On supported Mac models running macOS Tahoe 26 or later, Apple provides a Capture Format choice for SDR in PNG or HDR in HEIF. These are capture options for a new image; they do not convert an existing screenshot.
Use PNG for compatibility
PNG is a safe choice for documents, software interfaces and screenshots containing sharp text because it preserves image data without lossy artifacts. The receiving service may still recompress it, and PNG can be larger than a lossy format.
Use HEIF for supported HDR workflows
HEIF can preserve HDR capture on supported hardware and macOS Tahoe 26 or later. Confirm that the application or website receiving the file accepts HEIF; otherwise capture in PNG or export a compatible copy afterward.
Check the result instead of promising a percentage
There is no universal compression percentage for screenshots. A mostly white interface, a photograph, a long scrolling page and a Retina capture can produce very different results. In Preview, choose Tools > Show Inspector (or the Inspector command available in your macOS version) to view file size and image resolution. Compare those values with the original, then inspect text, thin borders and screenshots of dark interfaces at actual size.
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- Keep the original untouched until the recipient confirms the compressed copy works.
- Use a descriptive filename such as dashboard-jpeg-quality-70.jpg so you can identify the export.
- If a portal rejects the file, check both its byte limit and its pixel-dimension limit; they are separate restrictions.
- If text is unreadable, return to the original and raise JPEG quality or reduce dimensions less aggressively.
Troubleshooting common problems
The exported file is still too large
Lower the JPEG quality gradually, then check the result. If the limit is based on dimensions, use Adjust Size with Resample image. Combining moderate resampling with moderate quality reduction usually preserves more readability than using either control aggressively.
The screenshot looks blurry or has halos around text
You likely reduced JPEG quality too far or resampled to dimensions that are too small. Re-export from the original, increase quality and choose larger dimensions. Do not repeatedly export the same JPEG; each lossy export can compound artifacts.
The recipient cannot open the file
Export a compatibility copy as JPEG or PNG. JPEG-2000 and HEIF support depends on the receiving app or service, even though Preview can create those formats.
The PDF filter made pages look washed out
That is a known trade-off of PDF size reduction. Re-export from the original PDF, try the available screen-optimization or JPEG image options, and compare the pages before sending. Keep the unfiltered PDF as your source.
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I cannot find HEIF in Screenshot
The HDR/HEIF choice is limited to supported Mac models running macOS Tahoe 26 or later. Older hardware or earlier macOS releases may show fewer capture-format choices.
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If you are creating screenshots of web pages rather than shrinking a local file, ScreenshotNeo can return a clean image or PDF from one request. It is not a replacement for Preview when you already have a screenshot on disk; it avoids launching and configuring a browser for a new capture.
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The service supports full-page captures with lazy images loaded, CSS-selector element captures, dark mode, device presets, custom viewports, retina scale, PDF paper and margin controls, custom CSS and JavaScript, click actions, selector hiding, selector/delay/network-idle waits, request and resource blocking, custom headers, cookies, user agents, Authorization, timezone and geolocation, transparent backgrounds, image resizing, configurable caching, signed links, asynchronous jobs with signed webhooks, bulk capture of up to 100 URLs per call, a usage API and an OpenAPI specification.
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For a direct request, see the ScreenshotNeo documentation:
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Frequently Asked Questions
Can Preview compress a PNG without changing its format?
Preview’s documented quality control appears when exporting to JPEG or JPEG-2000. For a PNG, use resampling to reduce dimensions or export a separate copy in another format, then verify compatibility.
Should I overwrite the original screenshot?
No. Export or resize to a new filename first. That preserves a full-resolution source if the compressed copy is too soft or a service rejects its format.
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File size depends on the image content, dimensions and metadata, so the same export setting does not guarantee the same number of bytes.
Does ScreenshotNeo shrink a screenshot I already saved on my Mac?
No. ScreenshotNeo captures a web URL and returns an image or PDF. Use Preview for an existing local screenshot; use ScreenshotNeo when you need a fresh webpage capture without browser setup.
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