How to compress images in microsoft word

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How to compress images in microsoft word

If you’re interested in photography, or have a website, you might have heard about image compression. You may have even asked yourself questions such as, “What is image compression?” or “How does image compression work?”. This post is all about explaining various image compression methods to help you come to a decision regarding which compression method is best suited for your particular use case.

What is image compression?

To help answer the question of “what is image compression”, first, let’s look at the definition.

Image compression is an application of data compression that encodes the original image with few bits. The objective of image compression is to reduce the redundancy of the image and to store or transmit data in an efficient form.

– An Introduction To Image Compression

At its core, image compression is when you remove or group together certain parts of an image file in order to reduce its size. Why do that? Here are a few reasons.

  • For website optimization. Sites with uncompressed images can take longer to load, and can cause your visitors to bounce because of this.
  • For sending and uploading images. Uploading an uncompressed image can take a while, and some email servers have a file size limit.
  • For reducing the storage impact on your hard drive.

How does image compression work?

There are two kinds of image compression methods – lossless vs lossy. Let’s take a quick look at them both.

Lossless compression

Lossless compression is a method used to reduce the size of a file while maintaining the same quality as before it was compressed. For example, in a DSLR camera, you probably have the option to save photos as either RAW or JPEG. RAW files have no compression and are great if you’re a professional photo editor. But they take up more space. JPEG, on the other hand, won’t fill up your hard drive as fast, but some of the data is lost in the conversion.

Types of lossless images include:

  • RAW – Found in many DSLRs, and keeps all the light data received from the camera’s sensor. For a professional, this great news. However, these files types tend to be quite large in size. Additionally, there are different versions of RAW, and you may need certain software to edit the files.
  • PNG – Compresses images to keep their small size by looking for patterns on a photo, and compressing them together. The compression is reversible, so once you open a PNG file, the image recovers exactly.
  • BMP – A format found exclusively to Microsoft. It’s lossless, but not frequently used.

It should also be noted that converting a lossy photo back to lossless won’t restore the photo’s data.

Lossy compression

In order to give the photo an even smaller size, lossy compression discards some parts of a photo. However, this doesn’t mean the photo will look bad. Here are the two main types of lossy compression.

Also known as JPEG, this format gets rid of bits and pieces of a photo that you may notice depending upon the level of compression you apply. A normal amount of compression will not be noticeable, while extreme compression may be obvious.

There are also other ways a JPG image’s quality may be reduced. If you rotate the JPG too much, you’ll notice a difference in quality. This is because the photo has to recompress itself with every rotation, losing some data in the process. There are however programs out there that rotate a JPG losslessly. The same degradation applies if you save a JPG multiple times.

GIF compresses files by reducing the number of colors it has. If the photo has more than 256 colors (the maximum amount of colors older computers could have) this format will make the image look less appealing. The best use for GIFs are for images that are animated.

The example below shows a comparison between GIF images which range from 8 colors to 256 colors.

Methods of compression

Now that we’ve discussed various image formats, the following explains a few image compression methods used to achieve either lossless or lossy compression. These algorithms, or variations of these algorithms, are also what is used in image compression tools and services.

Deflate

Deflate is a lossless data compression algorithm used for PNG images. It uses a combination of LZ77 and Huffman coding to achieve compression results that do not affect the quality of the image.

Run-length

Run-length encoding is a form of lossless compression that takes redundant strings or runs of data and stores them as one unit. Say you have a picture of red and white stripes, and there are 12 white pixels and 12 red pixels. Normally, the data for it would be written as WWWWWWWWWWWWRRRRRRRRRRRR, with W representing the white pixel and R the red pixel. Run length would put the data as 12W and 12R. Much smaller and simpler while still keeping the data unaltered.

Transform

Transform encoding is a lossy compression commonly used for JPEGs. There are millions of shades of colors, and transform encoding takes colors that have similar shades and makes them one single value. Depending upon the compression value you define (i.e. the number of shades of colors you group together) you may or may not notice a difference in the image’s quality.

Summary

Hopefully, this post helps answer the question “what is image compression?” and “how does image compression work?”. As you can see, there are many moving parts. No matter how fast the Internet gets or how performant storage becomes, there will always be room for compression. Image compression is useful for a variety of reasons and it is dependent upon the image size reduction you aim to achieve along with the quality level you plan to keep that will determine which form of compression you should use.

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Reducing Word and PDF file size: automated. Kind of.

by Michael Miller on June 2, 2012

How to compress images in microsoft word

I HAVE A GIANT WORD/PDF DOCUMENT HELP ME WHAT DO I DO.

Panic not. First, I must congratulate you that you’ve noticed. Unless your document is so monstrous that you noticed its size because your computer started yelling at you, I’m glad you are being a conscientious citizen and not emailing 15mb files left and right, willy nilly. This is bad etiquette, poor form, not done.

On the other hand, you might want to get that file to someone, so what’s a good etiquette, fine form displaying individual to do?

First, a note: you might have been able to avoid this eventuality by not using large images in your documents to begin with. By and large, ‘large document’ issues that I’ve seen stem from the fact that people drop huge images into their Microsoft Word document and assume all will be well after they’ve dragged the image to the size they want – but Microsoft Word doesn’t do a great job at actually resizing the image, versus just displaying it as being smaller. But resizing images is probably a subject for another day.

In the meantime, here you are, large document in hand, and wishing it were smaller.

First, if it’s a Word document, save it as a PDF. Go to the File menu, choose ‘Print’ and in the dialogue box that pops up, click the ‘PDF’ Button that exists in the lower left hand corner.

How to compress images in microsoft word

Choose ‘Save as PDF’, make a note of where you are saving it to, and boom, you have a PDF of your Word document. Unless your recipients need to edit the document, that’ll do a better job of ensuring they get all the fonts, formatting, and images correctly anyway.

So! Now we have this PDF. Huzzah. Right click on it (If you don’t have a two button mouse, hold down the control key on the keyboard and click. Or, with a laptop, keep two fingers on the trackpad when you click the button) and choose ‘Open With’. This will give you a list of all the various applications that are capable of opening that particular document; select the one called ‘Preview’.

Preview may very well be what opens up your PDF’s by default anyway, but I wanted to make sure. It’s also a somewhat magical swiss army knife app for other things, but again – another day, another topic.

With the PDF in question opened in Preview, go up to the ‘File’ menu and select ‘Save As’. In the dialogue box that pops up, you will see a pop up menu titled ‘Quartz Filter’. THIS is where the magic happens. Select ‘Reduce File Size’.

How to compress images in microsoft word

Voila! This will create a copy of your file that is, hopefully, smaller than the original. Again, by the way, make sure to make a note of where you were saving that file.

Fun note: this has the potential of making your images look worse. As a rule of thumb, for the most part, that’s not the case, and in fact you generally won’t see any difference at all. But it’s a good idea to give the document a once over before you send it off to your boss or Angel Investor.

OS X has, for quite a while, included some powerful under-the-hood graphic manipulation abilities, and that’s what ‘Quartz’ is referring to: the 2D graphics engine of the operating system. Here’s a fun note for the super geeky among us.

Does this all seem very complicated? That’s terrible! Here, using Automator, I created a little program that will create a copy of your PDF and then apply the ‘reduce file size’ trick on it. You can download it here:

Automator is an incredibly powerful tool that your Mac ships with; it lets you take any number of pre-defined actions that Apple provides and string them together into ‘Workflows’ that you can then save as an application. It took me about twenty seconds to make the above program. If you’d like a step by step on making something like that yourself, let me know.

But Michael, you say, what if I have Windows? Are you some sort of Mac Zealot Crazy Person who never ever writes anything useful or helpful for those of us laboring with our (mostly) faithful Toshibas, Dells, and Hewlett-Packards?

Not at all! In fact, you can do some things with your versions of Word that the Mac version can’t.

To reduce file size in your Windows version of Word:

  • Right-click the picture in your document.
  • Select Format Picture from the shortcut menu.
  • Select the Picture tab.
  • Click the Compress button in lower left.
  • Select your options.
  • Click OK. (I’m sure that last step is always a surprise)

(You can right click and choose ‘Format’ for a picture in the Mac version as well, but the ‘Compress’ option is noticeably absent, for reasons best known to persons other than me)

By the way: turning off the ‘Fast Save’ feature on both the Mac and Windows version is a great way to keep the file size from growing too rapidly, and it’s a feature that isn’t very useful these days anyway. But I’ll let you figure that one out. Because while I can figure out how to reduce files sizes just fine, I seem unable to figure out how to reduce my sleep deficit.

You can reduce the file size and save disk space by compressing pictures in your document. The compression options reduce both the file size and picture dimensions based on how you intend to use the picture, such as viewing on screen or in an email message. You can compress all pictures in the file or just the ones that you select.

These features aren’t available in Office for the web, only the desktop versions of the Office suite.

You can send files with high-quality images easily, and without file limits, by saving to the cloud and then sharing files from OneDrive.

Compress individual pictures

When you don’t need every single pixel in an image to get an acceptable version of it, you can compress pictures to make the file size smaller.

With your file open in your Microsoft Office application, select the picture or pictures that you want to compress.

Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.

How to compress images in microsoft word

If you do not see the Picture ToolsFormat tab, make sure that you selected a picture. You may have to double-click the picture to select it and open the Format tab.

Also, depending on your screen size, you might only see the icons for the Adjust group. The Compress Pictures button appears without a label.

To compress the selected pictures only and not all of the pictures in the document, select the Apply only to this picture check box.

Clearing the Apply only to this picture checkbox will override any previous changes you have made for other individual pictures in this document.

Under Resolution, click the resolution that you want, then click OK.

The default picture resolution in Office is 220 ppi. You can Change the default picture resolution or Turn off picture compression.

Compression changes are made when you close this dialog box. If you aren’t satisfied with the results, you can undo the changes.

Compressing a picture may make the image look different because of loss of detail. Because of this, you should compress the picture and save the file before applying an artistic effect.

Click the headings below for more information

Important: This setting applies only to pictures in the current document or the document selected in the list next to Image Size and Quality. To make it the default for all new documents change the drop down.

Note that this feature is not available in Microsoft Project 2013 or in Office 2007.

Click the File tab.

Click Options and then click Advanced.

Under Image Size and Quality, use the drop down to select whether you want the change to apply to a specific document or all new (and future) documents.

Set the resolution that you want to default to, then click OK

Any info on the changes you’ve made to your picture are stored in your file. You can reduce the size of your file by deleting this editing data, but if you want to undo your edits you will need to reinsert the picture.

Note: This feature is not available in Microsoft Project 2013 or Microsoft Project 2016.

Click the File tab.

Click Options and then click Advanced.

Under Image Size and Quality, click the document that you want to remove picture editing data from.

Under Image Size and Quality, select the Discard editing data checkbox.

Note: This setting applies only to pictures in the current document or the document selected in the list next to Image Size and Quality.

See Also

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Compress individual pictures

To compress all pictures in your document, on the ribbon, select File > Compress Pictures (or File > Reduce File Size).

To compress only selected pictures, hold down SHIFT, click the pictures you want to compress, and then click Compress Pictures on the Picture Format tab.

Select an option in the Picture Quality box. Highest resolution is listed first and the lowest resolution is listed last.

Tip: If you have cropped any pictures, you can reduce the file size even more by selecting the Delete cropped areas of pictures check box.

Click Selected pictures only or All pictures in this file.

Note: If you use the Filemenu to choose all pictures in step 1, these options will be unavailable. Compression will be applied to all pictures in your document.

Marshall Gunnell
How to compress images in microsoft wordMarshall Gunnell
Writer

Marshall Gunnell is a writer with experience in the data storage industry. He worked at Synology, and most recently as CMO and technical staff writer at StorageReview. He’s currently an API/Software Technical Writer at LINE Corporation in Tokyo, Japan, runs ITEnterpriser, a data-storage and cybersecurity-focused online media, and plays with development, with his RAID calculator being his first public project. Read more.

How to compress images in microsoft word

If you want to reduce the file size of a Microsoft Word document to more easily share it or save disk space, compressing the images it contains will do the trick.

Before we move forward, note that this feature is only available on desktop versions of Office.

Compress Images in Word on Windows

On a Windows machine, open the Microsoft Word document that contains the images you want to compress, and then select a photo.

How to compress images in microsoft word

Navigate to the “Picture Format” tab. In the “Adjust” group, click “Compress Pictures.”

How to compress images in microsoft word

In the window that appears, you can select whether you want the compression to apply only to the image you selected picture under “Compression Options.”

If you uncheck this option, Word will compress all the images in the document.

Under “Resolution,” select the resolution you want to use, and then click “OK.”

How to compress images in microsoft word

The image(s) in your document will now be compressed.

Compress Images in Word on a Mac

On a Mac, open the Word document that contains the images you want to compress and select a photo. Click “Compress Pictures” in the “Picture Format” tab.

How to compress images in microsoft word

In the dialog box that appears, select the “Picture Quality” you want to use from the drop-down menu. Then, select whether you want to apply the compression to all images in the document or only the one you selected. You can also choose to delete previously cropped areas of images.

After you make your selections, click “OK.”

How to compress images in microsoft word

The image(s) in your document will now be compressed.

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How to compress images in microsoft word Marshall Gunnell
Marshall Gunnell is a writer with experience in the data storage industry. He worked at Synology, and most recently as CMO and technical staff writer at StorageReview. He’s currently an API/Software Technical Writer at LINE Corporation in Tokyo, Japan, runs ITEnterpriser, a data-storage and cybersecurity-focused online media, and plays with development, with his RAID calculator being his first public project.
Read Full Bio »

If the file size of your Word document is too large, try the following tips to make it more manageable.

Compress pictures

Select a picture in your document. Note that the Picture Format tab becomes available.

On the Picture Format tab, in the Adjust group, select Compress Pictures.

Under Compression options, do either of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures. This option removes the cropped picture data but note that if you delete the cropped picture data, you won’t be able to restore it.

How to compress images in microsoft word

Under Resolution, select Use default resolution. This option uses the default resolution you set in File > Options > Advanced.

Compress pictures

Select a picture in your document, and then click the Format tab.

Select Compress Pictures.

In the Compress Pictures dialog box, do any of the following:

Make sure that Apply only to this picture is not selected so that the changes you make here will apply to all pictures in the document.

Select Delete cropped areas of pictures. This option removes the cropped picture data but note that if you delete the cropped picture data, you won’t be able to restore it.

How to compress images in microsoft word

Under Target output, select Use document resolution. This option uses the default resolution you set in File > Options > Advanced.

Save pictures at lower resolutions

Go to File > Options > Advanced.

Under Image Size and Quality, do any the following:

Select Discard editing data. This option removes stored data that’s used to restore the image to its original state after it’s been edited. Note that if you discard editing data, you won’t be able to restore the image after you edit it.

Make sure that Do not compress images in file is not selected.

In the Default resolution list, select a resolution of 150ppi or lower. In most cases, you won’t need the resolution to be higher than that.

How to compress images in microsoft word

Don’t embed fonts

Embedded fonts let people read or print your document with the fonts you used to write it, even if they don’t have those fonts on their system. However, embedded fonts will increase your document file size.

Go to File > Options > Save.

Under Preserve fidelity when saving this document, do either of the following:

Make sure that Embed fonts in the file is not selected.

How to compress images in microsoft word

If you do embed fonts, select Embed only the characters used in the document (best for reducing file size) and Do not embed common system fonts.

How to compress images in microsoft word

Adding images to a Microsoft Word document can increase its size tremendously. The good news is – you can compress those images to save disk space and make them easy to share. This tutorial will show you how to compress images in Word in three easy steps.

Total Time: 2 minutes

Open the Document

How to compress images in microsoft word

First, open the Word document with the image you want to compress. To do this, go to File, select Open, and choose the document with the images.

Select the Picture

Next, click on the image to reveal Picture Tools in the Format menu of the main toolbar.

Compress the Picture

How to compress images in microsoft word

Next, select Compress Pictures, then choose your preferred Target Output from the options provided in the pop-up window that appears. Click OK to compress the picture. If the reduced size quality is unreadable, undo the action, and select a larger resolution.

There you have it – how to compress images in Word. We hope you found this tutorial helpful.

Watch YouTube Video Tutorial

1. If you want to compress only one picture, select it. Otherwise, click one picture so that Word makes the Picture Format tab available.

2. On the Picture Format tab, in the Adjust group, click Compress Pictures button:

or

3. Choose options in the Compress Pictures dialog box:

In the Compression options group:

  • If you want to compress only the picture you chose in step 1, select the Apply only to this picture checkbox. To compress all the pictures, leave this checkbox cleared.
  • Select the Delete cropped areas of pictures checkbox if you want Word to get rid of any parts you crop off pictures. If you clear this checkbox, Word merely hides the “cropped” parts. This hiding is good if you want to be able to restore the cropped parts, but it’s bad for file size, and it may also have security implications. For example, a customer may be able to restore a part of a graphic that you had intended to crop off a document.

How to compress images in microsoft word

The Resolution group selects:

  • the HD (330 ppi) option button,
  • the Print (220 ppi) option button,
  • the Web (150 ppi) option button,
  • the E-mail (96 ppi) option button.

Choose the option to tell Word what picture quality you need (ppi is pixels per inch, and a higher number indicates higher quality). If you’re not sure, use the Use default resolution option – you can always reduce it later, but you can’t restore information if you choose a lower setting.

4. Click the OK button. Word compresses the pictures in the document.

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.

How to compress images in microsoft word

Adjusting picture characteristics

How to compress images in microsoft word

Hiding pictures

How to compress images in microsoft word

Convert documents to HTML format

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Microsoft Word documents usually have a lot of data including Flowcharts, Images, Cliparts, and Text Data which often increases the document size. While the increased document size doesn’t make much difference when the file is stored on your HDD or PC, it makes a huge difference when you want to share the file with someone over mail or some other app. Mostly all the email services allow files up to 5MB and if your Word file has a bigger size then it creates a problem while sharing.

Hence, to solve these problems compressing the attached images in the document becomes important. As of now, this operation can only be done on a Windows PC or a Mac as Microsoft Word on mobile devices doesn’t support this feature yet.

How to compress images in microsoft word

How to compress images in Microsoft Word

Step 1: Open the Microsoft Word document in which you want to compress the images.

Step 2: Click on the picture that you want to compress and head to the “Format” section.

Step 3: Click on the “Compress Pictures” option and then click on “Options” to bring up the Advance Settings.

How to compress images in microsoft word

Step 4: From the available options, select your preferred output quality and click on “Ok” to apply your changes. That’s all doing this will compress your selected image. It is to be noted that compressing an image affects the image quality so if you want to print something make sure you don’t compress it much.

How to compress images in microsoft word

That’s all, folks! This same method can also be used on Mac devices to compress pictures in Microsoft Word. The newer version of Microsoft Word also comes with an HD (330 PPI) option that users can select if they want to make the images good enough to be viewed on High-Definition Displays. Were we helpful? Let us know in the comments below and if you liked this guide then don’t forget to share it using the social media buttons.

Beginning with Office 2016, Word, Excel, and PowerPoint have a High fidelity image resolution option that allows you to insert a picture into a document with minimal compression for optimal rendering on high-resolution displays.

If you notice a loss in image quality or pixilation when inserting pictures, you may want to change the default resolution for your document to high fidelity. Choosing the high fidelity resolution ensures that pictures are not compressed unless they exceed the size of the document canvas, that minimal compression is applied if necessary, and that the original aspect ratio is maintained.

In PowerPoint 2016 and newer versions, the default image resolution is already set to high fidelity.

To change the default resolution to high fidelity in Word or Excel (version 2016 or newer):

Click File > Options > Advanced.

Under Image Size and Quality, select High fidelity in the Default resolution list.

How to compress images in microsoft word

To change the default resolution to high fidelity in Word or Excel (version 2016 or newer):

Click the app-name menu (Word or Excel) > Preferences. Then, under Authoring and Proofing Tools, select Edit.

Under Image Size and Quality, in the Default resolution list, select High fidelity.

How to compress images in microsoft word

Microsoft Word documents are usually accompanied by tons of Flowcharts, Images, Cliparts, and more which generally increase the file size of the document. Due to this, there are moments when these documents eat up too much space on the hard drives and are often rejected by email services due to their bigger file size.

Hence, to solve these problems compressing the attached images in the document becomes important. As of now, this operation can only be done on a Windows PC or a Mac as Microsoft Word on mobile devices doesn’t support this feature yet.

How to compress images in microsoft word

How to Compress Images in Microsoft Word

Step 1: Open the Microsoft Word document in which you want to compress the images.

Step 2: Select the picture from the Word document and head to the “Format” section.

Step 3: Click on “Compress Pictures” and then select options to bring up the advance settings.

How to compress images in microsoft word

Step 4: Select your preferred output quality and click on “OK” to apply your changes. That’s all doing this will compress your selected image. It is to be noted that compressing an image affects the image quality so if you want to print something make sure you don’t compress it much.

How to compress images in microsoft word

This same method can be followed to compress images on Microsoft Word on Mac. The newer version of Microsoft Word also comes with an HD (330 PPI) option that users can select if they want to make the images good enough to be viewed on High-Definition Displays.