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Reducing File SizeGuide

This guide provides instructions for reducing the file size of Word and PDF documents for online submission, particularly for Turnitin assignments, which have a maximum file size limit of 40MB. It outlines methods for compressing images within documents and offers specific steps for both Windows and Mac OS users. Additionally, it includes recommendations for maintaining image quality and links to further resources for file size reduction techniques.

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0 views4 pages

Reducing File SizeGuide

This guide provides instructions for reducing the file size of Word and PDF documents for online submission, particularly for Turnitin assignments, which have a maximum file size limit of 40MB. It outlines methods for compressing images within documents and offers specific steps for both Windows and Mac OS users. Additionally, it includes recommendations for maintaining image quality and links to further resources for file size reduction techniques.

Uploaded by

cirmispudli66
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Reducing Word File Size | IT Training

Reducing Word and PDF File Size for Online


Submission
Student Guide
This guide describes how to reduce the size of a file for electronic submission, especially if you are submitting a
Turnitin assignment. NOTE: Images in Word are automatically compressed for printing at 220 ppi. This guide is for
reducing file size so will not detail specifically how to preserve high quality image resolution; there are links at the
end of this document that give further information.
 Turnitin has a maximum file size limit of 40MB.
 If you are producing a long assignment that includes images and diagrams, it may be necessary to reduce
the file size.
 It is good practice to submit smaller files sizes online, as these will upload more reliably and quickly over
the Internet.
This guide describes how to reduce file size using Microsoft Office Word 2016, for both a Windows PC or Mac OS
computer.

Recommendations
 Always use a copy of your original file when making changes to your assignment’s file size.
 Check the quality of the images and diagrams in your file after you have reduced the file size, to
ensure they still have the required clarity.

Word file size reduction


The file size of a document can be reduced by compressing the images it contains. Images embedded in
documents may have a higher resolution than is necessary for viewing on screen or for standard printing on A4
paper. High resolution images will result in larger overall file sizes. The file size of these images can be reduced
without affecting the quality of the image you see.

How to determine the size of your Word file


You will see the file size shown in either KB (Kilobytes) or MB (Megabytes): 1024 KB = 1 MB

Windows PC Mac OS
 If the file is open, click on File tab> Info; the file Size  If the file is open, click on File tab> Properties
is listed under Properties.  If the file is closed, select the file > key
 If the file is closed, right-click on the file icon, select CMD+ I (Get Info) or right-click >Get Info
Properties > General tab >Size

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Reducing Word File Size | IT Training
Word for Windows 2016

Reducing the size of a Word file


Option 1: Reduce the size of all of the images in your Word file. NOTE: the reduction achieved will depend on the
original resolution of your images (eg if your images are already low resolution, reduction may be minimal).
1. In your Word document, click File > Save As
2. In the File name field, give the file a new name to indicate this is the compressed file.
3. Click the Tools menu beside the Save button. From the drop down menu, select Compress Pictures…
4. In the pop-up box that appears, choose a Target output.
 HD (330ppi) for good quality printing.
 Print (220ppi) is suitable for on-screen viewing and printing.
 Web (150ppi) is suitable for viewing on a computer and make a smaller file size.
NOTE: if you or your tutor need to print the file that is in this resolution, the quality/clarity of the
images may have diminished so as not to be suitable for printing—check this before submitting.
5. The Apply only to this picture option will be greyed-out as this will compress all images.
6. Click OK and OK again to close.

Option 2: Compress only selected image sizes from within a document.


Used this process to reduce the size of individual images; it can be useful if some images need to be kept at a
high resolution to maintain sharp detail.
1. In your Word document, select the specific image to be compressed.
2. In the Picture Tools Format context tab > Adjust >select Compress Pictures
3. The same Compress Pictures dialogue box as shown above will appear and allow you to select the
appropriate Target output.
 Ensure the option Apply only to this picture remains ticked for compressing only the selected image.

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Reducing Word File Size | IT Training
Reduce file size when saving a Word file as a PDF
When saving your Word file in PDF format, you have the option to reduce the size of the file if it contains images.
These will be automatically resized.
1. Click File > Save As
2. In the Save as dialogue box, under Save as type, select PDF from the drop down menu.
3. Under Optimize for, choose either:
 Standard (publishing online and
printing) – Default option; this will
reduce the size of your file.
 Minimum size (publishing online)
Produces the smallest file size.
NOTE: This option is only suitable for
viewing the file on a computer. If you
or your tutor need to print the file
then the quality of the images may
not be suitable for printing.

Mac OS Word 2016

Reduce the size of a Word file


Option 1: Reduce the size of all of the images in your Word file.
1. In Word, click on File menu > Reduce File Size…
2. In the Compress Pictures dialogue box, in the Picture Quality drop down menu, select the required
option.
 High Fidelity for maximum definition (NOTE: selecting the high quality options will not reduce file
size)
 HD (330 ppi) for high quality printing
 Print (220ppi) is suitable for onscreen viewing and printing.
 On screen (150ppi) is suitable for viewing on a computer and make a smaller file size. Note If you or
your tutor need to print the file then the quality of the images may not be suitable for printing.

3. Keep the box ticked for Delete cropped areas of pictures, click OK.
Option 2: Compress only selected image sizes within a document.

The instructions for this option are the same as for Word for Windows Option 2 on page 2.

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Reducing Word File Size | IT Training
Reduce the size of a PDF using Preview
Preview is the native MacOS application that can be used to view and modify PDF files.
1. Open the PDF file in Preview.
2. Click File menu > Export…
3. In the dialogue box that opens, from the to Quartz Filter drop-
down menu, select Reduce File Size
4. In the field next to Export As, change the file name to make sure
you don’t overwrite your original file.
5. Click Save.

See the following links for the online Microsoft Support site instructions on:
How to reduce the file size of a picture (all Office versions)
https://support.office.com/en-ie/article/reduce-the-file-size-of-a-picture-in-microsoft-office-8db7211c-d958-
457c-babd-194109eb9535
Change the default resolution for inserting pictures in Office 2016
https://support.office.com/en-ie/article/change-the-default-resolution-for-inserting-pictures-in-office-2016-
f4aca5b4-6332-48c6-9488-bf5e0094a7d2

Adapted from documentation created by the Centre for Quality Support and Development,
University of Reading, 27 Apr 2016.

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