There are many ways to achieve reduced file sizes for your Office documents like Word or PPTs. This is very helpful if you are sharing the documents by email – enabling you to meet the etiquette of not clogging others’ mailboxes.
Tips to reduce document sizes
How to compress pictures?
Note that the way to do these settings might vary a bit depending on the Office version (2003 or 2007 or later).
Do not paste snapshots directly
A common practice while embedding snapshots is to perform either “Print Screen” or “Alt + Print Screen”, and then paste it directly into your Word / PPT. However, the image is copied in BMP format in this case – leading to large document size. Instead, paste the snapshot into an image editor like MS Paint, save it into a format like JPEG & then insert the JPEG into your Office document.
Tips to reduce document sizes
- Compress pictures
- Do not paste snapshots directly
- Turn off versions (revisions)
- Turn off Preview Picture
- Turn off Fast Saves
- Embed true type fonts only if required
How to compress pictures?
- Select a picture
- Select “Picture Tools” on the window bar
- Select “Format” section
- Select “Compress Pictures” option.
- Choose a resolution of 96 ppi (pixels per inch) – unless you want your recipient to print the images you sent over!
Note that the way to do these settings might vary a bit depending on the Office version (2003 or 2007 or later).
Do not paste snapshots directly
A common practice while embedding snapshots is to perform either “Print Screen” or “Alt + Print Screen”, and then paste it directly into your Word / PPT. However, the image is copied in BMP format in this case – leading to large document size. Instead, paste the snapshot into an image editor like MS Paint, save it into a format like JPEG & then insert the JPEG into your Office document.
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