Reduce 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 Office document. You can control this file size by making choices about the resolution (resolution: The fineness of detail in an image or text produced by a monitor or printer.) of an image and the quality or compression of an image. One easy way to balance this tradeoff is to match the picture resolution to the use of the document. For example, if you are emailing the picture, you can specify a lower picture resolution to reduce the file size. On the other hand, if picture quality is more important to you than file size, you can specify that pictures are never compressed.

To save room on your hard disk drive or to reduce download times or load times on Web sites, you can reduce picture resolution, apply compression with no visible loss of quality, and discard unwanted information, such as the cropped parts of a picture or other picture editing information.

When you add a picture to your document it is automatically compressed using the number specified in the Image Size and Quality options on the Advanced tab of the program options. By default this is set for print (220 ppi), but you can change this.

 Important   Compressing a picture to reduce the size of the file changes the amount of detail retained in the source picture. This means that after compression, the picture can look different than before it was compressed. Because of this, you should compress the picture and save the file, before applying an artistic effect. You can change or undo the compression even after saving the file as long as you have not closed the program you are working in, if the compression plus the artistic effect is not the look you want.

What do you want to do?


This article discusses how to reduce the size of your Office file by compressing pictures. If you want to trim the edges of a photo or crop (crop: To trim vertical or horizontal edges of an object. Pictures are often cropped to focus attention on a particular area.) it, see Crop a picture.

Change the resolution of a picture

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.

  1. Click the picture or pictures 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.

Compress Picture button in the Adjust group on the Picture Tools Format tab

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.

  1. To change the resolution for the selected pictures only and not all of the pictures in the document, select the Apply only to this picture check box.
  2. Under Target output, click the resolution that you want.

 Note   The Use document resolution option uses the resolution set in the Microsoft Office Backstage view. By default this is set to print or 220 ppi, but you can change this default picture resolution.

Top of Page Top of Page

Set default picture resolution for all pictures in a document

 Important   This setting applies only to pictures in the current document or the document selected in the list next to Image Size and Quality. By default it is set to a target of Print (220 ppi).

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

  1. Click the File tab.
  2. Click Options and then click Advanced.
  3. Under Image Size and Quality, click the document that you want to set the default picture resolution for.
  4. In the Set default target output to, click the resolution that you want.

Top of Page Top of Page

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

Compress Picture button in the Adjust group on the Picture Tools Format tab

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.

  1. 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.

  1. Under Target Output, click the resolution that you want.


 Notes 

  • The Use document resolution option uses the resolution set in the Backstage view. By default this is set to a target of Print (220 ppi), but you can change this default picture resolution.
  • If you are want the highest quality picture resolution and are willing to accept a larger file size, you can turn compression off.
  • Compression changes are made when you close this dialog box. If you are uncertain of the results, you can check the file size before and after compression. If the results are unsatisfactory, you can undo the changes.

Top of Page Top of Page

Delete cropped areas of a picture

If you have cropped (crop: To trim vertical or horizontal edges of an object. Pictures are often cropped to focus attention on a particular area.) a picture, you can delete the cropped areas of the picture to reduce the file size.

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

Compress Picture button in the Adjust group on the 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.

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

Top of Page Top of Page

Delete all picture editing data

If you have cropped a picture or made other changes to the picture, such as applying an artistic effect or changing the brightness or contrast, information to reverse those changes is stored in your file. You can reduce the size of your file by deleting this editing data. Checking this option will reduce your document size, but if you want to undo your edits, you will need to reinsert the picture into your document if you want to undo any changes you have made.

 Important    This feature is not available in Microsoft Project 2013.

  1. Click the File tab.
  2. Click Options and then click Advanced.
  3. Under Image Size and Quality, click the document that you want to remove picture editing data from.
  4. 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.

Top of Page Top of Page

 
 
Applies to:
Excel 2013, PowerPoint 2013, Project Professional 2013, Project Standard 2013, Word 2013