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In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.
Most photos are taken at a very large size and resolution, so that they can be used for a variety of purposes. Every time you add an image to your Word document, the full size of the graphic is added to your file size. For example, if you insert a 2 megabyte picture, your Word document grows by 2 megabytes. If you have a lot of graphics, your file size can become unwieldy. It can make Word slowdown or even crash and it can make it impossible to email your file. Compressing your images allows you to specify the quality of the graphics, so that you can discard extra pixels, keeping your file size as small as possible.
If you're going to apply artistic effects to your pictures, compress them first, so that you don't reduce the quality of your special effects. Before we perform our compression, let's go and take a look at our file size and I'm in Chapter 10 of my Exercise Files and I can see that this file is 7000 kilobytes or 7.66 megabytes. Now once we compress the pictures, there is a chance that we're not going to like our results or that we would like to have a copy with the original images. So I'm going to go ahead and right click on 10_06_compress and Copy it and then right-click in the white area down below and paste it.
That way I have a copy. You could also achieve the same effect simply by doing the Save As from your original. Okay, so let's go ahead and do some compression. I'm going to click on one of my objects and I'll go up to the Picture Tools > Format Ribbon and on the left-hand side, there is button for Compress Pictures. The first check box says only apply to this picture, but I want to uncheck that, because I want to compress all the pictures in my file. Delete cropped areas of picture will completely remove areas of an image that you've cropped.
This is a great way to remove large areas of the picture completely. Earlier in this chapter, we removed the background from a picture of some olives. This setting would completely delete all of the tree information that we didn't show in our document. But do note that if you use this option, you'll be unable to reset the picture later on. Now let's take a look at target output. This determines how much compression Word will apply. Choose according to your final purpose. PPI means Pixels Per Inch. A printer can print more dots than you can actually see on your screen.
If the document will be printed, click on Print (220 ppi), otherwise your graphics will be fuzzy. Screen (150 ppi) is perfect for documents that will be viewed on a computer or projected, but not those that are printed. E-mail at 96 ppi will create the smallest file. Large files can't be emailed to some addresses, so this option should keep you under 2 megabytes to be safe. Use document resolution will default to the target output specified in Word's options and we'll take a look at that in a few minutes.
Let's go ahead and set this for Print and I'll click OK. After I perform the compression, go ahead and save the document and I can see the difference. My original was 7.66 megabytes. My compressed file is only 517 kilobytes, that's a huge savings. Let's go back to our document again. Now let's take a look at the defaults. Go up to the File tab to go to backstage view and down to Options. Go to the Advanced tab and then scroll down just a little bit to Image Size and Quality.
These compression defaults are usually applied just to the one document that you're in. If you click on this dropdown and choose All New Documents instead, then the settings will be applied to all of your new documents as well. I'll go ahead and leave this on just this file. Discard editing data will automatically delete all the information about your original image and you won't be able to use the Reset button to start it over again. Word will permanently forget its original size, color or cropping. To remove any formatting that you'd applied, you'd have to delete the image and reinsert it again.
Do not compress images and file will turn off Word's ability to compress the images in your document. This will maintain the highest quality, but result in huge file sizes. Set default target output to will allow you to specify if you want your graphic resolution to automatically be set for print, screen or email by default. Now I don't actually want to change any of my settings, so I'll click Cancel. Now here is one added tip. Be sure to compress your images that are used in a mail merge.
Replicating one large graphic 200 times can crash your entire computer. Using these techniques to compress your graphics is a necessary step when you have a lot of images, you want to email the file, or disk space is a concern.
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