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ICT and Learning: General Ways To Reduce The Size of Scanned Documents

ICT and Learning provides guidance on reducing the size of scanned documents and email attachments. Scanned documents and attachments can be reduced in size by scanning in grayscale or monochrome instead of color, lowering the scanner resolution, compressing files using WinZip, optimizing PDFs using Adobe Professional, or using NX PowerLite software to compress documents. Staff should keep attachments under 8MB for external emails and 25MB for internal emails to avoid delivery issues. The ICT unit offers training on optimizing scanned documents and licenses for software like NX PowerLite to help reduce file sizes.

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51 views2 pages

ICT and Learning: General Ways To Reduce The Size of Scanned Documents

ICT and Learning provides guidance on reducing the size of scanned documents and email attachments. Scanned documents and attachments can be reduced in size by scanning in grayscale or monochrome instead of color, lowering the scanner resolution, compressing files using WinZip, optimizing PDFs using Adobe Professional, or using NX PowerLite software to compress documents. Staff should keep attachments under 8MB for external emails and 25MB for internal emails to avoid delivery issues. The ICT unit offers training on optimizing scanned documents and licenses for software like NX PowerLite to help reduce file sizes.

Uploaded by

Lizthe2000
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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ICT 

and Learning 
General ways to reduce the size of Scanned Documents

A Scanner is a device that optically scans images, printed text, handwriting, or an object, and
converts it to a digital image.
Once we scan document we commonly save the document as either JPEG or PDF.
One or more files can be attached to any email message, and be sent along with it to the
recipient. This is typically used as a simple method to share documents and images. When you
send a message that exceeds the message size limit, a message will be returned to you and not
delivered” Bounced Message”

Maximum size for an external Email attachment is 8MB while for Internal Mails is 25MB

Its recommended that you keep the attachment at a minimum size than the specified above, for
the following reasons:
 The mail takes long to leave the Email client.
 Depending with their internet Speeds, your recipients may have problems downloading
the Email due to the size.
 Too Many big attachments on the server queue causes delay in email delivery.

Ways to reduce the size of documents on a Scanner.


 Avoid Scanning in Color: When scanning, unless necessary avoid scanning the
document in color, color increase the size of the documents considerably. Instead,
choose either Grayscale or Monochrome.
 Lower the resolution: The higher the resolution the bigger the size of the document.
Resolution of a document will depend on what the document is intended for.

Ways to reduce the size of a document on your machine

 WinZip
WinZip is a utility program that allows you to compress and collect several files so that
you can send them as a single attachment via email. This is especially useful if you want
to send someone a collection of pictures or graphics.
How to ZIP a file
 Open the location where the document is saved Right click on the document and
click on WinZip.
 It will give you  several option , click on Add to Zip file.
 It’s possible to zip a file or combine  several files into a folder and Zip them
together.
WinZip is one of the standard software that ICT installs on all machines. Before zipping, confirm
that you have this software’s installed.

 PDF Optimizer document.(Only available on adobe Professional)


How to optimize
 Open your PDF document with adobe professional.
 Go to Advanced----PDF Optimizer--Audit Space usage.
The audit usage gives results list the bytes used by each element and its
percentage of the document's
total size.It will give you a list of elements in your PDF (fonts, images)  that are taking
up most of you space and you can make changes accordingly.

The ICT unit standardizes on Adobe Reader. Adobe professional is available on request at a
Charge of USD158. Send the request to the ICT helpdesk with a charge code

 Nx PowerLite Software
NX PowerLite is a software that optimizes Microsoft Word documents, Excel
spreadsheets and PowerPoint presentations by intelligently compressing the
graphics and embedded documents stored within them.
A trial Version for 30 days of Nx PowerLite can be downloaded from the internet from
this link http://www.neuxpower.com/products/nxpowerlite-desktop/download/
The ICT unit provides a license for NX  PowerLite upon request for a charge of USD25.
Send you request to the ICT helpdesk with the charge code.

Several staff members have been trained by us on how to optimize scanned documents.

If you have a scanner and are having difficulties optimizing your scanned documents, do not
hesitate to send a request to the below helpdesk email addresses and we shall plan for a short
training for the same.

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