Quite often when working with long documents using Microsoft Word, you need to be mindful of file sizes. If you are utilising numerous graphics or photos within your document then this will have an effect on the end file size of your document.
I work with long documents on a regular basis, both for work and personal purposes and as I’ve said before, I’m a visual person so I like to include images and/or photos where appropriate. You can see from my blog posts that I include screen images to help people through the steps and to provide an illustration that demonstrates what I’m talking about.
For this reason you can sometimes find that the end file size of a document or any type of Microsoft Office file can be large, and even too large for the end purpose of the document. A great example is if you need to email the document to a colleague or friend. If the file is too large this will stop you being able to email the file as an attachment. Another great example is if you are trying to be mindful of space you are using on your computer; maybe you are slowly running out of a disk space and want to conserve as much as you can.
Microsoft Word, and indeed all of the Microsoft Office products, includes a feature which allows you to automatically compress the file size of individual or all of the graphics/photos included in your document or file.
To compress images, follow these steps:
- Open Microsoft Word
- Select the Insert tab from the Ribbon
- Click the Picture option and insert a photo or illustration from the computer’s hard drive or choose the Shared Pictures library located within the Public Pictures library for some sample photos you can use.
- I am going to use a photo of my own
- Select a photo and click Insert
- The photo will now be added to your document
- The photo should be selected and displaying the Picture Tools > Format tab on the Ribbon
- From the Adjust group, click the Compress Pictures icon
- The Compress Pictures dialog box will appear:
- You must now select which pictures within your document you will apply compression to, and your target output, or quality you want the images to maintain. You will have the options of Print (220ppi), Screen (150ppi) or Email (96ppi)
TIP: The term 220ppi refers to “pixels per inch”. Essentially this means that there will be 220 pixels, or dots per inch of the screen giving it a higher quality. The lower the “ppi” the less dots per inch and the lower the quality will be.
- If you only wish to compress the current photograph selected, ensure the Apply only to this picture checkbox is ticked
- To apply compression to ALL pictures within the document untick this box. This will save you A LOT of time if you have many pictures within the one document – there is no need to compress each picture individually
- You will also notice a second checkbox in the Compression options for Delete cropped areas of pictures, if you select this option, which by default is ticked, any images or photos you have cropped using the function within Word will be permanently cropped meaning that you can not go back later and undo the cropping, instead you would need to delete the picture from the document and insert it again
- Now in the Target Output option, select Screen (150ppi)
- Click OK
- The pictures will now be compressed. Unfortunately there is no confirmation on the screen by Microsoft Word that this has completed so you just have to take my “word” for it – pun intended.. 🙂
If you are working with a long document and need to reduce its file size, make note of the documents file size prior to opening, then go through the above process and apply the compress to ALL pictures within the document. Save and close the document and now check the file size has reduced.
If you have any questions or need some further assistance do not hesitate to contact me.