Compress Images in Large Microsoft Word Documents (10 Ways)by Avantix Learning Team | Updated January 10, 2021 Show
Applies to: Microsoft® Word® 2010, 2013, 2016, 2019 or 365 (Windows) You can compress images in several ways in Microsoft Word documents to reduce the size of the file. There are built-in Word compression features you can use to make large files smaller but you can also reduce image size before you insert pictures into your documents. If you're using Microsoft 365, 3D models can cause a significant increase in file size. The following are 10 ways to compress images in Word documents:
Note: Buttons and Ribbon tabs may display in a different way (with or without text) depending on your version of Microsoft Word, the size of your screen and your Control Panel settings. For Word 365 users, Ribbon tabs may appear with different names. For example, the Picture Tools Format tab may appear as Picture Format. To view file size in Microsoft Word:
You may want to try most of the following techniques in a copy of the Word document. Once you've completed one or more of the following strategies, close and save the Word file, reopen it and check the file size again. You can also view file size in Windows 10 File Explorer or Windows Explorer in older versions of Windows. Recommended article: How to Create a Table of Contents in Word Do you want to learn more about Microsoft Word? Check out our virtual classroom or live classroom Word courses > 1. Compress pictures using Compress Pictures on the Ribbon in WordOne of the most common ways to reduce file size is to compress one or all of the pictures in your Word document using Compress Pictures. You may want to try this with one picture at a time to be sure you are satisfied with the result after compression. To compress a picture in a Word document:
Compress pictures appears on the Picture Tools Format or Picture Format tab in the Ribbon: Below is the Compress Pictures dialog box: Select the target output resolution that is most appropriate for the way you want to use the file. Select E-mail (96 ppi) for maximum compression. Use Web (150 ppi) if you plan to post your Word document online. Choose Print (220 ppi) if you intend to print. HD options (such as 330 ppi) are available in newer versions for high-definition displays. If a picture has already been compressed, higher-resolution compression options may not be available. For example, if you've saved a Word document and the default 220 ppi compression in Word options is set, you won't be able to compress an image again using 330 ppi (HD). Images that are downloaded from the internet may already be compressed so higher-resolution compression options may not be available for an image. Also, although Word will allow you specify compression settings for CMYK images, it won't actually compress them. Don't forget to check pictures in headers and footers. 2. Compress pictures when saving a Word documentYou can also compress all images when you save a Word document. To save a Word file and compress images:
3. Change default compression settings in Word OptionsWord compresses pictures by default based on settings in Word Options. If you set the default to a lower resolution, this should reduce file size. It's important to note that the compression settings are applied when you save the Word document and only to the current file. To change automatic compression settings:
Below is the Word Options dialog box with resolution settings in 365 (resolutions are different depending on version): Higher resolution options are not available in older versions of Microsoft Word. You can change the automatic picture compression for the current file only so it's best to change compression settings when you first create a Word file. 4. Insert pictures instead of copying and pastingIt's best to insert pictures, rather than copying and pasting (or dragging and dropping) into the Word file. When you copy and paste (or drag and drop) an image into a document, it can lose compression, change file type and also bring in other data that can increase file size. To insert a picture into a Word document:
You also have the option of linking to a picture file by clicking the arrow beside Insert in the Insert Picture dialog box and then choosing Link to File. However, the picture is not actually "in" the file (which reduces file size) and if you email the document, the pictures will not be included. If you use this strategy, it's best to copy the picture to the same folder as the Word document and be sure to bring the entire folder with you when you deliver the presentation. 5. Use image files at a lower resolutionIt's best to insert pictures in smaller sizes to reduce the size of your Word files. For example, if you are inserting pictures from a stock photo site, select the lowest resolution possible at the quality level you require. It you're taking pictures with a phone, save or send images at a lower resolution and insert the lower resolution images into your PowerPoint decks You can also open an image in an image editing program (such as Microsoft Picture Manager or Adobe Photoshop) and then save it at a lower resolution. 6. Convert images to a different file typeYou can save pictures in Word, delete them, and reinsert them into the Word document. For example, you could save a TIFF (Tagged Image File Format) image as a JPG (Joint Photographic Experts Group) or PNG (Portable Network Graphics) and reduce the size of the image. To save an image in a different format and reinsert it into a Word document:
7. Save a copy of images with picture effectsWhen you apply picture effects, including artistic effects, to an image, Word retains two copies of the image (the original and a copy with the picture effects). This allows the user to reset the image but can significantly increase file size. Compressing pictures also doesn't normally have any effect on images where you have applied artistic effects. If you have applied picture effects to an image, you can reduce file size using the following method:
8. Replace 3D models with 2D alternativesIn Word 365, you can insert 3D models which can be very large in size. Although 3D models are not inserted as pictures but rather as 3D models, they are images. One model we inserted took 17 MB of space. You can't compress 3D models like other types of images so you may need to delete them or use a picture instead if file size is an issue. To replace a 3D model with a 2D picture:
You will lose the 3D functionality so you may want to store a copy of the 3D model in another file (or a copy of the file). 9. Discard editing dataYou can also discard the copy of images that Word retains if you want to reset an image. To discard editing data:
This setting is applied only to the current Word document. 10. Link to imagesIf you are creating a document with a lot of pictures, you can link to the picture files instead of copying them into your Word document. If you copy hundreds of images into a document, Word may crash if it hits the memory limit for Office so consider linking instead. To link to a picture:
If you choose to link to images, it's a good idea to keep the images in a folder in the same folder as the Word document and then copy the entire folder if you are going to move it to another device. Subscribe to get more articles like this oneDid you find this article helpful? If you would like to receive new articles, join our email list. More resourcesHow to Number Pages in Word (Step-by-Step) How to Insert the Degree Symbol in Word (5 Easy Ways) How to Keep Text Together in Word (Paragraphs, Lines or Words) How to Insert Greek Letters or Symbols in Microsoft Word (6 Ways) 10+ Great Microsoft Word Navigation Shortcuts to Move Around Quickly in Your Documents Related coursesMicrosoft Word: Intermediate / Advanced Microsoft Word: Designing Dynamic Word Documents Using Fields Microsoft Word: Long Documents Master Class Microsoft Word: Accessible Word Documents Microsoft Excel: Intermediate / Advanced Microsoft PowerPoint: Intermediate / Advanced VIEW MORE COURSES > Our instructor-led courses are delivered in virtual classroom format or at our downtown Toronto location at 18 King Street East, Suite 1400, Toronto, Ontario, Canada (some in-person classroom courses may also be delivered at an alternate downtown Toronto location). Contact us at if you'd like to arrange custom instructor-led virtual classroom or onsite training on a date that's convenient for you. Copyright 2022 Avantix® Learning Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners. Avantix Learning |18 King Street East, Suite 1400, Toronto, Ontario, Canada M5C 1C4 | Contact us at How do I compress an image?Compress a picture. Select the picture you want to compress.. Click the Picture Tools Format tab, and then click Compress Pictures.. Do one of the following: To compress your pictures for insertion into a document, under Resolution, click Print. ... . Click OK, and name and save the compressed picture somewhere you can find it.. Does Microsoft Word compress images?Word compresses pictures by default based on settings in Word Options. If you set the default to a lower resolution, this should reduce file size. It's important to note that the compression settings are applied when you save the Word document and only to the current file.
How do I compress a picture that is too big?A simple way to compress an image is to try changing the file format. For example, PNG uses lossless compression, while JPG uses a lossy format. Generally, if you open a PNG image and then re-save it as a JPG, the resulting image file size is smaller.
How do I compress pictures in Word 2010?To compress a picture:. Select the picture. The Format tab will appear.. Select the Format tab.. Click the Compress Pictures command in the Adjust group. A dialog box appears. ... . Place a check mark next to Delete cropped areas of pictures. ... . Choose a Target output. ... . Click OK.. |