Preparing PDF documents for an online filing: scan, merge, lighten, check

An eight-step method to turn paper into files a portal will accept: scan, rotate, cut, merge, lighten, check, name and protect, using tools that upload nothing.

Adapted from a guide first written for Quebec readers: passages specific to Quebec were removed. Rules in your province may differ.

A file refused or put on hold because a document is unreadable, too large or in the wrong order costs weeks. This guide describes a simple method to go from paper to clean PDF files, whether for an immigration file, a student financial aid application, a case before the Administrative Housing Tribunal or any other portal. The tools mentioned run in your browser: see the PDF and document tools page.

Step 0: read the portal’s requirements

Before scanning, find in the portal’s instructions: the accepted formats (PDF, JPEG…), the maximum size per file, the number of files, the instructions on file names and any need for certified copies or translations. These rules depend on the program and can change; this guide deliberately gives no general figures.

Step 1: scan properly

• Use a flat surface, good light and a straight page, without shadows or glare. A scanner or scanning app gives better results than a photo taken at an angle.
• Choose a resolution that keeps the text legible. A higher resolution makes the file heavier; you can lighten it afterwards.
• Scan every useful page, front and back when there is content on both sides.

Step 2: rotate the pages

A sideways or upside-down page delays a file. Straighten it with the rotate PDF pages tool, choosing only the pages concerned.

Step 3: cut what is extra

If you scanned a batch, keep only the requested pages with the split a PDF tool. You can also create one file per document when the portal requires it.

Step 4: merge in the requested order

When the portal accepts a single file combining several documents, use merge PDF files and place the files in the order of the required list. Check that no document is missing.

Step 5: lighten if the size exceeds the limit

• Try the lossless mode of the compress a PDF tool first: text and images stay intact.
• If the file is still too large, try the light version: pages become images. Text is no longer selectable and small print can be less sharp; review the result page by page.
• Compare sizes before and after. If the result is not smaller, the tool says so.

Step 6: check before sending

1. Open the final file and go through every page: orientation, order, legibility.
2. Make sure numbers, names and dates read without ambiguity.
3. Check the size and format against the requirements.

Step 7: name clearly

Give a short, descriptive name, without accents or special characters if the portal rejects them: for example “university-transcript.pdf”. Follow the portal’s convention if it sets one.

Step 8: keep and protect

• Keep the originals and an exact copy of what you sent, with the date.
• For a backup copy containing identity documents, you can protect it with a passphrase using the encrypt a file tool. Note the passphrase carefully: it cannot be recovered.
• Be wary of intermediaries who ask for your papers without a clear framework. See the guide on immigration intermediary fraud.

Reading the text of a scanned document (OCR)

To copy a number, a date or a paragraph from a scanned document, the OCR tool reads the text of an image or PDF in French or English. Always proofread the result: recognition makes mistakes, especially with accents and handwriting. It is not a translation and does not replace a certified translation.

What is the maximum file size for a portal?

It varies by portal, program and sometimes document type, and it can change. Read the instructions shown where you upload; do not rely on a general figure.

Is it better to send one big PDF or several small files?

Follow what the portal asks: some require one file per document, others accept a single file. Combine only when it is allowed.

Does compression damage my documents?

Lossless mode does not touch the content. The light version converts pages to images: text is no longer selectable and small print can be less sharp. Check legibility before sending.

Can I use any online compression site?

Avoid uploading identity documents or sensitive papers to an unknown service: the file then leaves your device. Open Provinces tools work in your browser, with no upload.

Does OCR replace a certified translation?

No. OCR copies the text of an image and makes mistakes. It saves time for copying a number or preparing a translation, not for producing an official document.

Going further

Sources and limits

Practical method written by Open Provinces; it does not replace the instructions of the portal or program you use, which prevail and may change. For file security, see the <a href="https://www.cyber.gc.ca/en" rel="noopener" target="_blank">Canadian Centre for Cyber Security’s advice</a>.

General information based on federal and national rules; provincial rules may differ. Confirm with the official body before acting. Last reviewed : 2026-11-10.