Reducing the size of Word Documents that contain images

The Documents Module restricts the size of uploads to 20mb.

Sometimes, Work Instructions or Plant Procedures include a lot of pictures and can become quite large preventing them from being uploaded.

Microsoft Word allows images to be compressed for screen viewing which can quite often 1/2 the size of the document.

Here is a summary of the steps:

  1. Select the image in the Word document. This will add the Picture Tools > Format tab to the ribbon in Word 2007 and Word 2010 (Word 2003: Right-click on the picture, then select Format Picture > Picture tab).
  2. Click Compress Pictures (in the Adjust group). (Word 2003: Click Compress on the Picture tab.)
  3. On the Compress Pictures dialog box, click Options. (Word 2003: This step and the following one are all done on a single Compress Pictures dialog box.)
  4. Select the options you want to apply. I always select Automatically perform basic compression on save and Print (220 dpi) as the quality because I want the best quality possible.
  5.  Click OK, then click OK again to close the Compress Pictures dialog box

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