Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Compressing images

From: PowerPoint 2010 Power Shortcuts

Video: Compressing images

Most photos are taken at a very large size and resolution, so they can be used for a variety of purposes. Every time you add an image to your PowerPoint document, the full size of the graphic is added to your file size. For example, if you insert a 2 Megabyte picture, your PowerPoint document grows by 2 Megabytes. If you have a lot of graphics, your file size can become unwieldy. It can make PowerPoint slow down or even crash and it can make it impossible to email your file. Compressing your images allows you to specify the quality of the graphic so that you can discard extra pixels keeping your file size as small as possible. In addition, if you have videos embedded in your presentation, if you trim the beginning or end, you can use the compress tools to delete the extraneous footage. Trimming videos is covered in detail in the PowerPoint 2010 Audio Video In-Depth course.

Compressing images

Most photos are taken at a very large size and resolution, so they can be used for a variety of purposes. Every time you add an image to your PowerPoint document, the full size of the graphic is added to your file size. For example, if you insert a 2 Megabyte picture, your PowerPoint document grows by 2 Megabytes. If you have a lot of graphics, your file size can become unwieldy. It can make PowerPoint slow down or even crash and it can make it impossible to email your file. Compressing your images allows you to specify the quality of the graphic so that you can discard extra pixels keeping your file size as small as possible. In addition, if you have videos embedded in your presentation, if you trim the beginning or end, you can use the compress tools to delete the extraneous footage. Trimming videos is covered in detail in the PowerPoint 2010 Audio Video In-Depth course.

Let's take a look at this file, 07_06_compress in Windows Explorer. Here I can see that it's almost 142,000 Kilobytes or 138 Megabytes. That's pretty large. Certainly, too large to easily transfer to another computer over the Internet, and it may make your PowerPoint very, very slow. So let's compress our images. Now note, if you are planning to apply artistic effects to your images, compress your pictures first so that you don't reduce the quality of your special effects. I'll start by clicking on one of my photographs. Do note that compressing doesn't work on shapes or some clipart.

On the Picture Tools ribbon that appears I'll click on the Format tab. On the left-hand side, click on Compress Pictures. Now let's take a look at this dialog box. Apply only to this picture will just compress the one picture that I'm clicked on. We want to compress all the photographs in the slide deck. So I'm going to uncheck this checkmark. Delete cropped areas of pictures will completely remove areas of an image that you've cropped. This is a great way to remove large areas of the picture completely, but do note that you won't be able to reset your picture later.

Target output determines how much compression PowerPoint will apply. Choose according to your final purpose. PPI means Pixels Per Inch. Now a printer can print more dots than you can actually see on your screen. So 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 for printers. Email (96 ppi) will create the smallest file. Large files can't be emailed to some email addresses. So under 2 Megabytes is always safe. Use document resolution will default to the target output specified in PowerPoint's options and we'll take a look at those later on.

Now let me go ahead and choose Screen and then click OK. PowerPoint will think about it for a minute and now your pictures are compressed. So next, let's look at compressing your video and audio files. This will delete extraneous image and sound data and remove the beginning or endings of media that you've cropped and trimmed. This does result in lower quality images and videos, so only perform these steps if your file really is too large. First, let's save a copy of our presentation so that we can always go back to the original. This will give us two copies of the file; a high-resolution version to play on our own computer, and a smaller version for sharing. Since we're going to do our Save As now, our 07_06_compress file will still maintain all of our pictures that we just compressed in their original state. So I'm going to go to File and do a Save As and I'm going to add _compressed at the end.

Next, go to the File tab and take a look at Info. Under Media Size and Performance, we can see information about our movie. I can see that the movie that we have on slide 10 is 20 Megabytes and it does contain some trimmed regions. So I'm going to click on the Compress Media button. It gives me three levels of compression just like we saw with the images; Presentation Quality, Internet Quality, and Low Quality. For this presentation I'll choose Internet Quality. It's a medium level of compression and this choice is great if your playback is going to happen at a smaller size instead of full-screen.

After I click my quality, a Compress Media dialog box opens and I can actually watch as each asset is compressed. I can see the green progress bar at the bottom and when it done I'll see the final result for how much file size I saved. Sometimes the savings will be insignificant, but some media clips make it significantly smaller. So check this out. I saved almost 10 Megabytes. This can definitely help me squeeze my file onto the flash drive, save upload time, and avoid maximum file size constraints. I'll click Close. Notice that my Info screen now has some additional information.

It tells about my compression, and if I click on the Compress Media button, it also gives me an option for undoing the compression. That will take me back to my original resolution. Now here's one troubleshooting tip. If you get a message that one of the videos is unsupported, check its dimension. To take advantage of compression, both the width and the height need to be divisible by 4. If your movie has been resized, adjust it again so that both the dimensions can be divided by 4 and you should be fine. Now let me go back Home and let's go check out slide 10. This is the one that has my video on it. Let me go ahead and play a few seconds of the video.

(Jim Sugar: Later I got involved with some friends of mine at the Geographic,) (mostly Rick Orr who was a great science writer at that point.) I can see that the image is a little bit grainy, but it's subtle enough that I don't really mind. Let's save our file again and then go check out Windows Explorer. Whereas my original file was 138 Megabytes, my new file is only 10.2 Megabytes. That's a huge savings at only a small sacrifice of quality. Now let's go take a look at the default settings for compression. Go up to the File tab and down to Options. Click on Advanced, and over here look at Image Size and Quality. Compression defaults are applied to just this one document. 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 over again. For example, PowerPoint will permanently forget its original size, color, and cropping. To remove any formatting you had applied you'd have to delete the image and reinsert it.

The next two settings, Do not compress images in file and Set default target output work together. While this is checked off, all the images will be inserted into the file in their original dimensions. If I uncheck it, I can set the target output to either the print quality, screen quality, or email quality. That way every time I insert a picture, it will automatically compress to 150 ppi. Well, let me go ahead and click Cancel on this window. Compressing your images is a necessary step when you have a lot of images or you want to email your file. But do remember to save a copy first in case the quality degradation is more than you're willing to sacrifice.

Show transcript

This video is part of

Image for PowerPoint 2010 Power Shortcuts
PowerPoint 2010 Power Shortcuts

52 video lessons · 9903 viewers

Alicia Katz Pollock
Author

 
Expand all | Collapse all
  1. 1m 44s
    1. Welcome
      54s
    2. Using the exercise files
      50s
  2. 31m 25s
    1. Autofitting text
      2m 40s
    2. Working with slide and handout masters
      3m 56s
    3. Working in Outline view
      3m 14s
    4. Adding photo albums
      4m 15s
    5. Creating custom bullets
      3m 16s
    6. Using shapes to mask images and videos
      2m 27s
    7. Copying formats
      3m 28s
    8. Arranging graphics
      4m 39s
    9. Importing outlines from Word
      1m 48s
    10. Embedding fonts in the file
      1m 42s
  3. 5m 8s
    1. Opening recent files
      2m 51s
    2. Changing the AutoRecover settings
      1m 8s
    3. Changing the default saving location
      1m 9s
  4. 5m 2s
    1. Tailoring the status bar
      1m 31s
    2. Using gridlines and guides
      3m 31s
  5. 8m 28s
    1. Selecting Ribbon commands using KeyTips
      3m 15s
    2. Using keyboard commands and function keys
      3m 35s
    3. Navigating with the keyboard
      1m 38s
  6. 14m 44s
    1. Using paste options
      3m 15s
    2. Using AutoCorrect to create abbreviations
      2m 2s
    3. Adding headers, footers, and today's date
      4m 1s
    4. Creating custom themes
      5m 26s
  7. 11m 49s
    1. Selecting objects vs. text
      2m 7s
    2. Adjusting paragraph spacing
      2m 8s
    3. Inserting and removing hyperlinks
      4m 19s
    4. Using the Font dialog box
      2m 14s
    5. Clearing formatting
      1m 1s
  8. 17m 29s
    1. Working with screenshots
      1m 52s
    2. Using SmartArt with picture placeholders
      3m 1s
    3. Creating transparent spot colors
      1m 26s
    4. Deconstructing and editing clip art
      3m 11s
    5. Disabling hardware graphics acceleration
      1m 15s
    6. Compressing images
      6m 44s
  9. 41m 35s
    1. Creating 3D shapes
      2m 38s
    2. Working with picture effects
      3m 44s
    3. Perfecting gradients
      4m 17s
    4. Adding action buttons
      4m 49s
    5. Animating bulleted lists
      4m 53s
    6. Designing motion paths
      7m 53s
    7. Creating cumulative animations
      8m 51s
    8. Coordinating transitions
      2m 38s
    9. Modifying object visibility
      1m 52s
  10. 4m 5s
    1. Reusing slides from other presentations
      2m 22s
    2. Exporting content to Word
      1m 43s
  11. 17m 21s
    1. Saving ink and paper when printing
      5m 16s
    2. Stripping out proprietary metadata
      1m 18s
    3. Creating custom slideshows
      2m 29s
    4. Exporting to PDF and JPEG
      3m 52s
    5. Saving as a template
      4m 26s
  12. 39s
    1. Goodbye
      39s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now "Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed PowerPoint 2010 Power Shortcuts.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.