Kentucky Department of Education

Adding pictures to a document or email can bring a simple message to life.  However, if not created properly, these messages can take on a life of their own, but it doesn’t have to be that way.  What we’re referring to here is the use of a tool in Office 2007 applications that will allow you to minimize the file size of embedded images without sacrificing quality.  We chose this topic because it’s important to point out that some school districts and external businesses block e-mails that are found to contain files in excess of 3 to 5 MB in size.  (To read more about how KB and MB are calculated, tech tip #4 touches on this.)   That limit could easily be exceeded by inserting one high resolution image into an attached document or in the body of an email. 

Before embedding an image into a document or email, be sure to check the size of the image.  To check the file size of an image on your own PC or on a network drive, right click on the image file and select Properties.  The file size will be displayed on the General tab. Another option is to email the image itself, the document with embedded image(s), or the email message with embedded photos to yourself to see the total file size.  If you choose the later method please remember that sent and inbox items both count toward your overall e-mail storage limits (tips for managing storage limits are also detailed in Tech Tip #4).

The “Compress Pictures” feature is located under the Picture Tools menu on the Format tab in all Office 2007 applications including Word, Outlook, and PowerPoint.  However, this tab is hidden.  To reveal the tab you must first insert an image into a document and then single left-click on the image.  You will then see the Picture Tools menu appear on the toolbar (it will be highlighted in pink).  The feature we’re writing about today is called Compress Pictures and it’s located at the top left of the Format ribbon.  To read more about the ribbon in Office 2007, see tech tips #1 and #10. 

Now, all of that is easily explained but we thought you might want to see this feature in action.  Both of the documents below contain a small paragraph of text and a photo of the old state capitol.  Document A contains the original picture and document B has the same photo but we’ve simply compressed the photo using the compress pictures feature in Word 2007.  Can you tell a difference in the quality of the photo?

To read more about editing images in Office 2007, please visit http://office.microsoft.com/en-us/word/HA101922001033.aspx.

To provide feedback or submit a technical topic/question you’d like to see addressed, please send e-mails to Matt.Jury@education.ky.gov. 

Published 4/16/2010

Document A - 2.55 MB in size When you click on the document at right, a File Download box will open. Before selecting "Open" to open the document, note that the size of the document is listed at the end of the Type line. To check the file size of a document on your own PC or on a network drive, right click on the file and select Properties.  The file size will be displayed on the General tab.  Another option is to email the document or the message with embedded photos to yourself to see the file size.  If you choose the later method please remember that sent and inbox items both count toward your overall e-mail storage limits  (tips for managing storage limits are also detailed in Tech Tip #4).
Document B - 279 KB in size When you click on the document at right, a File Download box will open. Before selecting "Open" to open the document, note that the size of the document is listed at the end of the Type line. To check the file size of a document on your own PC or on a network drive, right click on the file and select Properties.  The file size will be displayed on the General tab.  Another option is to email the document or the message with embedded photos to yourself to see the file size.  If you choose the later method please remember that sent and inbox items both count toward your overall e-mail storage limits  (tips for managing storage limits are also detailed in Tech Tip #4).