Reduce the file size of a picture

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Overview of reducing the file size of a picture

Pictures (picture: A file (such as a metafile) that you can ungroup and manipulate as two or more objects or a file that stays as a single object (such as bitmaps).) can dramatically increase the file size of your 2007 Microsoft Office system document. To save room on your hard disk drive and to reduce download times, you can reduce image resolution (resolution: The fineness of detail in an image or text produced by a monitor or printer.), apply compression with no loss of quality, and discard unwanted information, such as the cropped (crop: To trim vertical or horizontal edges of an object. Pictures are often cropped to focus attention on a particular area.) parts of an image.

Only certain image types can be optimized, or reduced in file size with minimal loss in quality, and they have to be inserted in your 2007 Office release document in a way that makes them editable by Microsoft Office Excel 2007, Microsoft Office Outlook 2007, Microsoft Office PowerPoint 2007, or Microsoft Office Word 2007. To insert a picture or other image, on the Insert tab, in the Illustrations group, use the buttons to store the image as a picture file in the 2007 Office release document.

When you do not need every single pixel (pixel: A single unit of measurement that your computer's display hardware uses to paint images on your screen. These units, which often appear as tiny dots, compose the pictures displayed by your screen.) in an image to get an acceptable version of it for your target destination, you can reduce or change the resolution. Reducing or changing the resolution can be effective with images that you have scaled to be smaller, because their dots per inch (dpi) actually increase in that case. Changing the resolution can affect image quality.

 Tip   You may be able to optimize or resize your images by using an external graphics-editing program, such as Adobe Photoshop. For more information, see your graphics program Help.

File type information

You cannot optimize pictures that have a drawing type of format (vector graphics (vector graphics: The representation of graphic objects such as lines, arcs, and squares by using geometrical formulas. By contrast, bitmapped graphics (also called raster graphics) are stored as a collection of pixels.)) and file extensions such as .wmf (Windows Metafile Format (WMF): A vector graphics format for Windows-compatible computers used mostly as a clip art format in word-processing documents.), .emf, and .eps.

High-resolution images, such as photographs, are good candidates for optimization. Eligible file types include .png (PNG: A graphic file format that is supported by some Web browsers. Short for Portable Network Graphics, PNG supports variable transparency of images and control of image brightness on different computers. PNG files are compressed bitmaps.), .jpeg or .jpg (JPEG: A graphics file format (.jpg extension in Microsoft Windows) supported by many Web browsers that was developed for compressing and storing photographic images. It's best used for graphics with many colors, such as scanned photos.), .tiff (Tagged Image File Format (TIFF): A high-resolution, tag-based graphics format. TIFF is used for the universal interchange of digital graphics.), .bmp (bitmap: A picture made from a series of small dots, much like a piece of graph paper with certain squares filled in to form shapes and lines. When stored as files, bitmaps usually have the extension .bmp.), and .gif (GIF: A graphics file format (.gif extension in Windows) used to display indexed-color graphics on the World Wide Web. It supports up to 256 colors and uses lossless compression, meaning that no image data is lost when the file is compressed.).

 Tip   If you insert a picture from clip art (clip art: A single piece of ready-made art, often appearing as a bitmap or a combination of drawn shapes.), only the Photographs media type of clip art can be optimized, because other types of clip art tend to be vector graphics.

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Change the resolution of a picture

  1. Click the picture that you want to change the resolution (resolution: The fineness of detail in an image or text produced by a monitor or printer.) for.
  2. Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.

Picture Tools, Format tab

 Note   If you do not see the Picture Tools and Format tabs, make sure that you selected a picture. You may have to double-click the picture to select it and open the Format tab. If you see the Drawing Tools tab, rather than the Picture Tools tab, see When I click a picture, the Drawing Tools tab rather than the Picture Tools tab appears.

  1. To change the resolution for the selected picture only and not all of the pictures in the document, select the Apply to selected pictures only check box.
  2. Click Options, and then under Target Output, click the resolution that you want.

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Compress a picture

Depending on how many colors are used in a picture, you can reduce the color format of the image (compress) to make its file size smaller. Compressing a picture makes the color take up fewer bits per pixel, with no loss of quality.

  1. Click the picture that you want to compress.
  2. Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.

Picture Tools, Format tab

 Note   If you do not see the Picture Tools and Format tabs, make sure that you selected a picture. You may have to double-click the picture to select it and open the Format tab. If you see the Drawing Tools tab, rather than the Picture Tools tab, see When I click a picture, the Drawing Tools tab rather than the Picture Tools tab appears.

  1. To compress the selected picture only and not all of the pictures in the document, select the Apply to selected pictures only check box.
  2. Click Options, and then under Compression options, select the Automatically perform basic compression on save check box.

 Note   The Automatically perform basic compression on save option applies only to the document that is open in the current program. All of the other options in the Compression Settings dialog box apply to all documents in Office Excel 2007, Office PowerPoint 2007, Office Word 2007, and Office Outlook 2007.

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Crop a picture

Cropping reduces the size of a picture (picture: A file (such as a metafile) that you can ungroup and manipulate as two or more objects or a file that stays as a single object (such as bitmaps).) by removing vertical or horizontal edges. Cropping is often used to hide or trim a part of a picture, either for emphasis or to remove unwanted portions.

Before and after example of cropping

You can always restore a resized or a cropped picture to its original appearance. You can also outcrop a picture, which adds a margin (margin: The blank space outside the printing area on a page.).

You can crop (crop: To trim vertical or horizontal edges of an object. Pictures are often cropped to focus attention on a particular area.) any picture, except an animated GIF (animated GIF: A file that contains a series of Graphics Interchange Format (GIF) images that are displayed in rapid sequence by some Web browsers to produce an animated effect.) picture, by using the Crop feature. To crop an animated GIF, trim the picture in an animated-GIF editing program, and then insert the picture again.

  1. Select the picture that you want to crop.
  2. Under Picture Tools, on the Format tab, in the Size group, click Crop.

Picture Tools, Format tab

 Note   If you do not see the Picture Tools and Format tabs, make sure that you selected a picture. You may have to double-click the picture to select it and open the Format tab. If you see the Drawing Tools tab, rather than the Picture Tools tab, see When I click a picture, the Drawing Tools tab rather than the Picture Tools tab appears.

  1. Do one of the following:
    • To crop one side, drag the center cropping handle on that side inward.
    • To crop equally on two sides at once, press and hold CTRL while you drag the center cropping handle on either side inward.
    • To crop equally on all four sides at once, press and hold CTRL while you drag a corner cropping handle inward.

Picture with cropping handles

Callout 1 One of the six cropping handles

 Notes 

  • To crop your picture to exact dimensions, do the following:
    1. Under Picture Tools, on the Format tab, in the Size group, click the Dialog Box Launcher Button image.
    2. On the Size tab, under Crop from, enter the size numbers that you want in the Left, Right, Top, and Bottom boxes.
  • To reduce the file size of your picture and delete the cropped parts of the picture from the file, under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures. If you want to keep the cropped parts, you can change the automatic setting.
  • To undo a crop before you save your document, click Reset Picture in the Adjust group or Undo Button image on the Quick Access Toolbar.
  • To outcrop (or add a margin (margin: The blank space outside the printing area on a page.) around a picture) drag the cropping handles away from the center of the picture.

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Remove cropped areas of a picture

Even after you crop (crop: To trim vertical or horizontal edges of an object. Pictures are often cropped to focus attention on a particular area.) parts of a picture, the cropped parts remain as part of the picture file. The following procedure reduces file size by removing the croppings from the picture file.

  1. Click the picture that you want to discard unwanted information from.
  2. Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.

Picture Tools, Format tab

 Note   If you do not see the Picture Tools and Format tabs, make sure that you selected a picture. You may have to double-click the picture to select it and open the Format tab. If you see the Drawing Tools tab, rather than the Picture Tools tab, see When I click a picture, the Drawing Tools tab rather than the Picture Tools tab appears.

  1. To remove croppings for the selected picture only and not all of the pictures in the document, select the Apply to selected pictures only check box.
  2. Click Options, and then under Compression options, select the Delete cropped areas of pictures check box.

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Change the Compress Pictures default settings

The Compress Pictures feature automatically reduces the file size of pictures when you save your document. You can also delete the cropped parts of pictures from a file by using this feature.

The Automatically perform basic compression on save option applies only to the document that is open in the current program. All of the other options in the Compression Settings dialog box apply to all documents in Office Excel 2007, Office PowerPoint 2007, Office Word 2007, and Office Outlook 2007.

  1. Select a picture in the document.
  2. Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.

Picture Tools, Format tab

 Note   If you do not see the Picture Tools and Format tabs, make sure that you selected a picture. You may have to double-click the picture to select it and open the Format tab. If you see the Drawing Tools tab, rather than the Picture Tools tab, see When I click a picture, the Drawing Tools tab rather than the Picture Tools tab appears.

  1. Click Options, and then do one or more of the following:
    • To stop automatic reduction of picture file size when you save the document, clear the Automatically perform basic compression on save check box.
    • To automatically delete cropped areas of pictures when you save the document, select the Delete cropped areas of pictures check box, and then click OK.
    • To automatically save cropped areas of pictures, clear the Delete cropped areas of pictures check box.

 Tip   To use a shortcut to the compress pictures options in the Save As dialog box, click the Microsoft Office Button Button image, point to Save As, and then click the file format for the Office document that you want. In the lower left corner of the dialog box, click Tools, and then click Compress Pictures.

Portions of this article were excerpted from Training on Microsoft Office Online.

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Applies to:
Excel 2007, Outlook 2007, PowerPoint 2007, Word 2007