One big scan, one PDF per person or invoice

The short answer: tell Split PDF how many pages each one has

If every form or payslip is the same number of pages, Split PDF can cut the stack for you. If they differ, you type the page ranges yourself. Either way:

1. Open Split PDF and choose your big PDF.
2. Under Split how, choose By range.
3. For equal sizes, type the number of pages in each item next to Or cut every and press Cut. Two-page forms: type 2.
4. For unequal sizes, type the ranges yourself, like 1-2, 3-5, 6-7.
5. Check the cards. Each one shows its part number in that part's colour.
6. Press the yellow button, which says "Split into 40 PDFs", and download the ZIP file.

The rest of this post covers scanning the stack so that the cuts come out right, an unequal stack, naming the files, and sending each person only their own. It all happens in your browser, so the scan of other people's papers is never uploaded.

This post is for stacks that belong to different people or invoices. To split one large PDF into smaller parts for any other reason, such as an upload or email limit, see How to split a large PDF into multiple smaller files.

Scan the stack so the cuts come out right

Most of the work is done before the tool opens. A few habits make the splitting almost automatic:

• Keep the same number of pages for each item, if you can. If a form has an optional second page, scan it as a blank page when it's missing, or write down the exceptions.
• Scan in one pass, in order. Keep a list of names in the same order as the stack, so page 1-2 belongs to the first name, 3-4 to the second.
• Check for double feeds. A page that goes through twice, or two sheets that stick together, shift every cut after them by one. Count the pages of the PDF against your count of sheets before you split.
• Scan front and back. A two-sided form is two pages. If your scanner only does one side at a time, the backs may come last and in reverse order. Organize PDF puts them right.
• Turn sideways sheets upright with Rotate PDF before you split, so every new file starts upright.

If the scan is also huge, the pieces will carry the weight: a scan's pages are separate pictures that share almost nothing, so its parts add up to about the size of the original. In our tests, a 42-page colour scan of 47.8 MB cut into 9 PDFs of up to 5 pages came to 47.8 MB in all, in 2.1 seconds. Shrink each part afterwards if needed.

When every item has the same number of pages

Say you scanned 40 application forms of 2 pages each, 80 pages in all. Here is the whole job:

1. Choose the PDF. The page count appears next to its name: it should say 80.
2. Choose By range. The box starts with the file cut into two halves, 1-40 and 41-80.
3. Type 2 next to "Or cut every" and press Cut. The box now reads 1-2, 3-4, 5-6, and so on to 79-80.
4. Look at the cards. Pages 1 and 2 show part 1, pages 3 and 4 show part 2, and every part has its own colour. A page in no part would be dimmed.
5. The yellow button now says "Split into 40 PDFs". Press it and wait for the row to appear.

If the number of pages doesn't divide evenly, the last part is shorter. Every 3 pages of a 10-page file gives 1-3, 4-6, 7-9 and 10. A short last part is a warning sign: it may mean a sheet is missing or doubled. Compare the number of PDFs you get with the number of people on your list.

When the items have different lengths

Invoices, medical files and applications with attachments often differ. You then type the ranges, which is quick if you keep a list while scanning.

Type them with commas: 1-2, 3-5, 6, 7-8. A single page is just its number. The parts come out in the order you typed. Some rules help: a hyphen joins a run with no spaces around it, commas or spaces separate parts, and 8- means page 8 to the end. Numbers count from the first page of the file, like the cards, not from any number printed on the pages.

The coloured number on each card shows where a part starts and ends, so you can check your list against the pictures before you split. Pages in no part are dimmed. Parts may even overlap: a page in two parts goes into both PDFs, and its card shows 1+2. That helps when a shared page, such as a cover sheet, belongs to two files.

If the box shows a stronger outline, read the line under it. It says what is wrong, such as "This PDF has 80 pages, so there is no page 81," or that "3-1" runs backwards.

Everyday batches, and how to cut each

Most stacks follow one of a few patterns. Match yours:

A shared first page, such as a cover sheet that belongs to every file, can be included in each part, since parts may overlap. If you only need a few items, click their cards or type just those pages: Pick pages takes out exactly what you choose, and A PDF per page makes a file for each picked page. For one certificate out of a combined file, the post Extract pages from a PDF is shorter. For a PDF of single pages, see Split a PDF into single pages.

The ZIP, the names, and naming them for people

Several new PDFs come together in one ZIP file, named after your PDF: report-split.zip for report.pdf. Inside, each file is named after your PDF and the pages in it: report-pages-1-2.pdf, report-pages-3-5.pdf, report-page-6.pdf. A ZIP is one file that holds several others. To open it on Android, tap it in the Files app and choose Extract. On iPhone and iPad, tap it in the Files app. On Windows, right-click it and choose Extract All, and on a Mac double-click it.

The names show the pages, not the person, so rename each file before you send it. Use your list: report-pages-1-2.pdf becomes Priya-Sharma-application.pdf. A few tips:

• Keep one clear pattern, such as Name-Month-Payslip.pdf, so a person can find the file later.
• Don't put an ID number or a phone number in the file name. The name shows even on a locked PDF.
• If two parts hold the same pages, the second gets (2) added to its name.
• Rename carefully: the page numbers in the name tell you which pages the file holds, so match them to your list before changing.

Renaming 40 files by hand takes a while. Do it in your file manager, one at a time as you send each one, so you can check the name against the person.

Sending each person only their own file

The reason for splitting is that no one should receive other people's papers. A few rules keep it that way:

• Send only the file that belongs to the person. Don't send the ZIP, which holds everyone's. Double-check the attachment before pressing send.
• Check the first page of each file against its name. An off-by-one cut puts someone else's first page at the top.
• Lock files that carry personal details, such as payslips, with a password using Protect PDF. Every file in a run gets the same password. To give different passwords, protect them in turns. Tell each person the password another way, like a phone call. See Send bank statements and ID scans safely.
• Delete the big scan and the loose copies when the job is done, or keep them somewhere only you can open. An unlocked stack of everyone's papers in a Downloads folder is a risk.

Whether you may split and send other people's papers is a matter for your school, company or customer agreement. Handle them only for the purpose they were given, and keep to your office's rules.

Check the result in a minute

1. Count the files. 40 forms should give 40 PDFs.
2. Open the first, a middle and the last file in the PDF viewer. Is each upright, with the right name on the first page?
3. If one is wrong, the cut is off by one. Look at the cards again: find the page where it starts to go wrong, usually a doubled or missing sheet.
4. Fix the scan or the ranges and split again. Your original PDF is never changed, so you can repeat the split.

Splitting goes by pages, not by size. If a part is too big for an email or a portal, put it through the PDF compressor or Resize PDF afterwards. For scans that are far too big in the first place, Why is my PDF so large? explains how to scan better.

Other people's papers shouldn't travel to a server

A stack of payslips, answer sheets or ID copies belongs to many people, so uploading it to a stranger's computer to split it would be the wrong trade. Split PDF has no upload step and never sends your file anywhere: your own browser builds the new PDFs. The page contacts only this site and Google's ad service, which shows the ads that keep the tools free, and our code never gives your files to the ad code. The privacy policy has the details.